2-RFP-RC-EPC-2026-001 Aucton Services for Municipal Personal Property and Equipment.pdf

Edwin J. Day, County Executive

TITLE: Auction Services for Municipal Personal Property, Equipment and Vehicles – Statewide Cooperative Contract for the Empire State Cooperative Procurement Alliance

RFP NUMBER:

RFP-RC-EPC-2026-001

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

Department of General Services Purchasing Division And The Empire State Cooperative Procurement Alliance

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 June 4, 2026.

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: May 21, 2026. Time: 10:00 AM Location: MS Teams

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 May 28, 2026, at 3:00 PM. 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/meet/245909761403635?p=84D4vsX4NkhVo0UvQF lozanoj Typewriter Click here for Pre-Proposal Meeting lozanoj Typewriter Meeting ID: 245 909 761 403 635 Passcode: 3bb272Ca

Vehicles – Statewide Cooperative Contract for the Empire State Cooperative Procurement Alliance

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

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.

Vehicles – Statewide Cooperative Contract for the Empire State Cooperative Procurement Alliance

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

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)

• Documentation Required as detailed in the Scope of Work.

Vehicles – Statewide Cooperative Contract for the Empire State Cooperative Procurement Alliance

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

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

Vehicles – Statewide Cooperative Contract for the Empire State Cooperative Procurement Alliance

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

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 Auction Services for Municipal Personal Property, Equipment and Vehicles. It is anticipated that this RFP may result in a contract award to a singe auction services provider.

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, on behalf of the Empire State Cooperative Procurement Alliance (“ESCPA”), seeks proposals from qualified firms to provide professional auction services for the sale and disposal of surplus municipal personal property, equipment, and vehicles. The resulting contract shall be available for use by the County of Rockland and, pursuant to New York State General Municipal Law §103(3), may be used by all political subdivisions, school districts, BOCES, special districts, and other authorized entities throughout New York State.

This RFP is intended to result in a county-awarded cooperative contract with broad statewide utility similar in practical effect to a New York State contract, while remaining a County of Rockland contract. There is no current NYS Office of General Services statewide contract for Auction services.

Real estate auction services are expressly excluded from this solicitation and may be the subject of a separate solicitation, at a later date.

MANDATORY PARTICIPATION IN THE ALLIANCE’S ONLINE MARKETPLACE – EMPIRE PROCURE CONNECT The ESCPA / Empire Procure Connect terms and conditions attached to this RFP shall apply to any resulting contract.

Those terms require the awarded contractor to cooperate with ESCPA and Periscope in onboarding, marketplace implementation, quarterly reporting, and ongoing maintenance of an accurate marketplace presence for the awarded contract. For this auction services contract, the required 1.75% EPC marketplace administrative fee shall be applied to the contractor’s buyer’s premium only, and shall not be applied to the underlying sales price of the auctioned item. In exchange, EPC provides substantial statewide contract promotion through the Empire Procure Connect Marketplace, supplier onboarding and webinar presentations to member governments, and active promotion of awarded contracts through public-sector conferences, trade shows, and related statewide marketing efforts. Visit www.empireprocureconnect.info for more information.

REFERENCES

Unless otherwise stated, proposal responses must include references for a minimum of three (3) current municipal customers and two (2) past municipal customers.

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 County of Rockland and the Empire State http://www.empireprocureconnect.info/

Vehicles – Statewide Cooperative Contract for the Empire State Cooperative Procurement Alliance

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

Cooperative Procurement Alliance. The reference number for the transaction is Solicitation # RFP-RC-EPC-2026-

001. 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: Three (3) years with the option for two (2) additional one-year terms.

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.

Vehicles – Statewide Cooperative Contract for the Empire State Cooperative Procurement Alliance

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

SCOPE OF WORK

Auction Services for Municipal Personal Property, Equipment and Vehicles

1. Purpose

The County of Rockland, on behalf of the Empire State Cooperative Procurement Alliance (“ESCPA”), seeks proposals from qualified firms to provide professional auction services for the sale and disposal of surplus municipal personal property, equipment, and vehicles. The resulting contract shall be available for use by the County of Rockland and, pursuant to New York State General Municipal Law §103(3), may be used by all political subdivisions, school districts, BOCES, special districts, and other authorized entities throughout New York State.

This RFP is intended to result in a county-awarded cooperative contract with broad statewide utility similar in practical effect to a New York State contract, while remaining a County of Rockland contract.

Real estate auction services are expressly excluded from this solicitation and may be the subject of a separate solicitation, at a later date.

2. Contract Objective

The purpose of this contract is to provide a turnkey, internet-based auction solution that enables participating agencies to:

• Dispose of surplus personal property, equipment, and vehicles in a lawful, efficient, transparent, and competitive manner.

• Broaden the bidder pool and market exposure for municipal surplus assets.

• Maximize net return to the selling agency.

• Reduce storage, handling, and administrative burdens associated with surplus property.

• Reduce non-payment risk and improve auction administration; and

• Provide an easy-to-use, secure online auction environment for both public agencies and bidders.

3. Scope of Services

The Contractor shall furnish all labor, supervision, systems, technology, administration, and support necessary to conduct online auctions for surplus municipal personal property, equipment, and vehicles, including but not limited to the following categories:

• Passenger vehicles, vans, trucks, buses, and specialty vehicles.

• Heavy equipment, off-road equipment, tractors, loaders, mowers, and attachments.

• Highway, parks, facilities, and public works equipment.

• Office furniture, office equipment, computers, printers, and electronics.

• Tools, shop equipment, generators, and maintenance equipment.

Vehicles – Statewide Cooperative Contract for the Empire State Cooperative Procurement Alliance

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

• IT and communications equipment.

• Lawfully disposable seized, forfeited, abandoned, or unclaimed personal property where authorized by the selling agency.

• Other miscellaneous municipal surplus property not involving real estate.

4. Required Service Components

4.1. Online Auction Platform

The Contractor shall provide a secure, reliable, internet-based auction platform capable of supporting municipal surplus auctions. At a minimum, the platform shall:

• Permit the selling agency to set up auctions online, if they choose, and upload photographs, condition reports and other documentation.

• Permit bidder registration and acceptance of auction terms and conditions.

• Permit competitive bidding, including configurable bid increments.

• Support proxy bidding and bidder notifications when bids are exceeded.

• Support soft-close or similar anti-sniping functionality.

• Identify winning bidders and, where applicable, backup bidders.

• Allow posting of photographs, descriptions, VINs/serial numbers where applicable, condition statements, inspection information, and pickup instructions.

• Clearly display that all property is sold “as is, where is,” with no warranties expressed or implied.

• Allow agency-specific listings or event-specific auctions.

• Provide audit trails and downloadable bid history and sales records.

• Provide reasonable safeguards against fraudulent bidding or bidder abuse.

• Be accessible to the general public without unreasonable barriers to participation.

4.2. Auction Set-Up and Listing Services

Upon the request of a selling agency, the Contractor shall provide all services necessary to prepare auction listings for sale. Services shall include, as applicable:

• Intake forms or templates for agency use.

• Review of item information submitted by the agency.

• Preparation or refinement of item descriptions.

• Uploading listings to the auction platform.

• Posting photographs supplied by the agency.

• On-site photography and cataloging services, if offered, as an optional or included service.

• Verification that required information is included for titled vehicles and major equipment,

• Assignment of lot numbers.

• Coordination of sale timing with the selling agency.

Vehicles – Statewide Cooperative Contract for the Empire State Cooperative Procurement Alliance

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

The proposal response shall clearly state what set-up services are included in the base compensation and what services, if any, are separately priced.

4.3. Marketing and Promotion

The Contractor shall be responsible for marketing each auction to maximize bidder participation and sale proceeds. The Contractor shall:

• Advertise auctions through its bidder database and normal digital marketing channels.

• Promote auctions on its website and through email alerts or similar notice tools.

• Use commercially reasonable methods to maximize geographic exposure and competition.

• Describe its bidder database, outreach methods, and average website traffic or bidder activity metrics.

• Provide a detailed marketing plan with the proposal.

• Cooperate with the County and participating agencies in publicizing auctions.

4.4. Payment Collection and Financial Administration

The Contractor shall:

• Collect all payments from successful bidders.

• Collect applicable sales tax where required by law and submit to New York State.

• Administer buyer’s premium, if any, in accordance with the proposer’s pricing submission.

• Issue receipts to buyers.

• Handle bidder questions regarding payment and pickup.

• Maintain financial controls and transaction records suitable for public audit.

• Remit sale proceeds and required reports to the selling agency within the time required by the contract.

The County prefers pricing structures that minimize or eliminate direct cost to participating agencies and instead rely primarily on a buyer’s premium or similar bidder-paid charges, provided the pricing remains transparent and competitive. However, the County also wishes to minimize direct costs to bidders as well. Proposed Buyers Premiums should be very competitive.

4.5. Remittance and Reporting

For each auction event, the Contractor shall provide the selling agency with a full reconciliation report in electronic format. At a minimum, the report shall include:

• Agency name.

• Auction date and closing date.

• Lot number.

• Item description.

• Asset identifier, VIN, serial number, or inventory number where applicable.

Vehicles – Statewide Cooperative Contract for the Empire State Cooperative Procurement Alliance

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

• Winning bidder name and address.

• Winning bid amount.

• Buyer’s premium collected.

• Sales tax collected, if applicable.

• Refunds, reversals, or chargebacks, if any.

• Contractor compensation.

• Net proceeds due to the agency.

• Status of pickup or transfer.

Unless otherwise proposed and accepted, remittance of net proceeds shall be made within fourteen (14) calendar days after auction close for each completed auction event. A slightly longer period may be allowed only if justified in the proposal and accepted by the County.

4.6. Buyer Management and Pickup

The Contractor shall:

• Notify successful bidders.

• Communicate payment deadlines and pickup requirements.

• Coordinate with the agency regarding pickup windows and release procedures.

• Require removal of purchased movable property within the timeframe established by the selling agency typically not to exceed ten (10) business days after payment unless otherwise approved.

• Provide a process for handling bidder default, abandonment, or non-payment.

• Maintain procedures for blocking or restricting non-performing bidders from future participation.

4.7. Title and Transfer Support

For vehicles and titled equipment, the Contractor shall coordinate with the selling agency regarding title transfer documentation. The County or participating agency shall provide such certificates of title or ownership documents as it possesses, but the Contractor shall manage the auction-side administrative process and clearly communicate documentation requirements to purchasers.

4.8. Customer Support and Training

The Contractor shall provide:

• A designated contract manager.

• Agency onboarding and training for County and participating entities.

• User guidance for posting items, viewing reports, and managing auctions.

• Telephone and email support during normal business hours.

• Escalation support for active auction issues.

• Reasonable assistance to participating agencies across New York State using the contract.

Vehicles – Statewide Cooperative Contract for the Empire State Cooperative Procurement Alliance

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

4.9. Compliance and Records

The Contractor shall maintain complete books, records, reports, and supporting documentation relating to auctions conducted under the contract. Such records shall be retained for the period required by law and made available for inspection, audit, or review by the County of Rockland and the selling agency. The Contractor shall comply with all applicable federal, state, and local laws, including sales tax rules, licensing requirements, and public contracting requirements.

5. County and Participating Agency Responsibilities

The County of Rockland or other participating agencies shall:

• Determine which assets are to be offered for sale.

• Provide available ownership and title documents, where applicable.

• Identify asset locations and release contacts.

• Provide known asset condition information, to the extent available.

• Identify any assets to be sold with reserve or minimum requirements.

• Remain solely responsible for declaring items surplus and legally eligible for disposal.

6. Cooperative Contract / Authorized Users

The resulting contract shall be available to the County of Rockland and to other authorized users in New York State, including political subdivisions, school districts, BOCES, and special districts, in accordance with General Municipal Law §103(3) and applicable local authority.

The contract shall further require:

• Acceptance of orders or contracts from authorized users under the same terms, conditions, and pricing structure.

• Direct payments and billing by the Contractor to each participating entity.

• Direct responsibility by each participating entity for payment of its own obligations (if any),

• No liability on the part of the County of Rockland for purchases made by other participants.

• Mandatory participation in the Empire Procure Connect Online Marketplace for statewide promotion and visibility of the awarded contract.

7. Empire Procure Connect Requirements

As a material requirement of this contract, the Contractor shall participate in and support the Empire Procure Connect (“EPC”) Online Marketplace for the full term of the contract. The Contractor shall cooperate with the County of Rockland, ESCPA, and the marketplace administrator in completing on boarding, maintaining accurate contract and contact information, responding to reasonable requests for contract-related information, participating in supplier webinars or similar outreach activities as reasonably requested, and submitting required sales or administrative reports. The Contractor shall pay the required EPC marketplace administrative fee of 1.75%, which under this contract

Vehicles – Statewide Cooperative Contract for the Empire State Cooperative Procurement Alliance

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809 shall be applied to all the Contractor’s buyer’s premium only and shall not be applied to the underlying sales price of auctioned property. The Contractor acknowledges that EPC provides statewide contract promotion and visibility designed to increase public agency awareness and usage of the contract.

COMPANY QUALIFICATIONS

1. Proposer must be authorized to do business in New York State and in good standing.

2. Proposer must have at least five (5) years of experience providing auction services to governmental entities involving surplus personal property, equipment, vehicles, or similar assets.

3. Proposer must have demonstrable experience conducting online municipal auctions.

4. Proposer must submit the number of municipal personal property, equipment, and vehicle auctions conducted in each of the last three (3) completed calendar years.

5. Proposer must submit information on the size and activity of its bidder base, including at minimum:

o total registered bidders.

o number of active bidders in the last 12 months.

o average monthly website traffic or auction participation activity.

o number of bidders located in New York State, if available.

o payment success rate / remittance success rate, if tracked.

6. Proposers must submit at least three (3) governmental references for similar services, preferably from counties, municipalities, school districts, or other public entities.

7. Proposer must demonstrate adequate staffing, technology, customer support capacity, and financial controls to support a statewide cooperative contract.

8. Proposer must disclose whether any auctioneer’s license or similar authorization has ever been suspended or revoked, and whether any public-sector auction contract has ever been terminated for cause.

9. Proposer must carry insurance in types and limits acceptable to the County and agree to indemnification language in the final contract.

PROPOSAL RESPONSE REQUIREMENTS

The following information must be included with each proposal response in the following format:

• Executive Summary.

• Narrative response to each scope requirement.

• Company history and years in business.

• Organizational chart / key personnel assigned.

• Municipal Auction Volume Disclosure: The Proposer shall provide a table identifying the number of municipal personal property, equipment, and vehicle auctions conducted by the Proposer during each of the last three

Vehicles – Statewide Cooperative Contract for the Empire State Cooperative Procurement Alliance

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809 completed calendar years. The table shall separately identify, to the extent available, auctions involving:

(a) vehicles; (b) heavy equipment; (c) miscellaneous surplus personal property; and (d) multi-agency or cooperative public-sector auction programs.

• Categories of assets sold and annual gross auction volume.

• Bidder database metrics and online platform metrics.

• Detailed marketing and advertising plan.

• Detailed description of auction platform features.

• Sample reports and reconciliation statements.

• Pricing proposal, including buyer’s premium and any seller fees. See Cost Proposal Form

• Implementation / onboarding plan for Rockland and statewide participants.

• List of three or more governmental references.

• Proof of authority to do business in New York.

• Sample terms and conditions used for buyers.

• Exceptions to the County’s contract terms; and

• Required licenses and certifications.

• 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:

o Affidavit of non-collusion o Affidavit of Disclosure of Political Contributions o Certification Regarding Affirmative Action Plan o Business Dealings in Northern Ireland o Past and Present Performance Information Form for a minimum of three references o Disclosure of Supplier Responsibility Statement o Supplier Information Page o Certification Regarding Boycott, Divest and Sanctions (BDS) activities

PROPOSAL EVALUATION CRITERIA

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

Experience and Qualifications – 300 points Includes:

• years providing municipal auction services.

• number of municipal personal property/equipment/vehicle auctions conducted in each of the past 3 years.

• demonstrated success with similar public-sector assets.

• experience managing statewide or multi-agency programs.

• qualifications of assigned staff.

2. Bidder Database, Marketing Reach, and Competition Strategy – 250 points Includes:

• size and quality of bidder database.

• New York market penetration.

• average bidder participation levels.

Vehicles – Statewide Cooperative Contract for the Empire State Cooperative Procurement Alliance

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

• website traffic and online presence.

• marketing and advertising plan.

• methods to maximize competition and sale proceeds.

3. Online Platform and Operational Approach – 200 points Includes:

• ease of use.

• bidder registration and security.

• reporting capability.

• proxy bidding, notifications, soft close, blocking non-performing bidders.

• sales tax handling.

• pickup coordination.

• speed of listing and auction setup.

4. Cost / Financial Return to Agencies – 200 points Includes:

• buyer’s premium.

• seller fees, if any.

• photography / listing charges.

• credit card or transaction surcharges.

• overall financial value and expected net return.

5. Government References – 50 points Includes:

• quality of references.

• Responsiveness.

• demonstrated satisfaction of public clients.

The County reserves the right to consider the number of municipal auctions conducted as an indicator of the proposer’s experience, bidder depth, market reach, and ability to generate competitive results for public agencies.

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.

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.

Vehicles – Statewide Cooperative Contract for the Empire State Cooperative Procurement Alliance

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

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

Vehicles – Statewide Cooperative Contract for the Empire State Cooperative Procurement Alliance

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 Euna Procurement Help Center.

2. Upload your submission at:

https://rocklandgov.bonfirehub.com/opportunities/234822

Your submission must be uploaded, submitted, and finalized prior to the Closing Time of Jun 04, 2026 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 Euna Procurement portal for accepting and evaluating proposals digitally. Please contact Euna Procurement at support.procurement@eunasolutions.com for technical questions related to your submission. You can also visit their help forum at https://procurement-help.eunasolutions.com/hc/en-us https://procurement-help.eunasolutions.com/hc/en-us/articles/48878569291411-What-s-a-Data-Field-or-Slot https://rocklandgov.bonfirehub.com/opportunities/234822 mailto:support.procurement@eunasolutions.com https://procurement-help.eunasolutions.com/hc/en-us

Vehicles – Statewide Cooperative Contract for the Empire State Cooperative Procurement Alliance

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

PURCHASES BY UNITED STATES AGENCIES, OTHER STATES AND POLITICAL

SUBDIVSIONS THEREIN, LOCAL GOVERNMENTS, SCHOOL DISTRICTS,

AND NON-PROFIT AGENCIES

As per the New York State General Municipal Law, § 103(3) all political subdivisions of New York State are allowed to make purchases through the resulting contract(s). As per Rockland County Procurement Policy § 140-13, the United States of America or any agency thereof, any state, or any other political subdivision or district therein and certain 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 the Empire Procure Connect Marketplace.

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.

Vehicles – Statewide Cooperative Contract for the Empire State Cooperative Procurement Alliance

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 and the Alliance 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.

Vehicles – Statewide Cooperative Contract for the Empire State Cooperative Procurement Alliance

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.

Vehicles – Statewide Cooperative Contract for the Empire State Cooperative Procurement Alliance

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.

Vehicles – Statewide Cooperative Contract for the Empire State Cooperative Procurement Alliance

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

Vehicles – Statewide Cooperative Contract for the Empire State Cooperative Procurement Alliance

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809 to, the filing of Disclosure Statements and Affirmative Action Plans, if required by law or resolution.

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.

Vehicles – Statewide Cooperative Contract for the Empire State Cooperative Procurement Alliance

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. 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.

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