24-0397 BULLET RESISTANT PANELS _ ACC.pdf

SUFFOLK COUNTY BID REQUEST

BID/LETTING #: 24/0397

BULLET RESISTANT PANELS AND ACCESSORIES

INVITATION: THIS IS AN INVITATION TO SUBMIT A SEALED BID FOR THE FURNISHING OF SUPPLIES, EQUIPMENT, SERVICES AND/OR MATERIAL + LABOR SUBJECT TO THE TERMS AND CONDITIONS AND SPECIAL

INSTRUCTIONS OF THIS BID. BIDS MUST BE RECEIVED AND DATE STAMPED PRIOR TO THE PUBLIC BID

OPENING AT 11:00 AM ON FRIDAY, NOVEMBER 08, 2024

RUSH BID TO PA: MARY OLAFSEN-FREY

MAIL OR DELIVER BIDS/LETTINGS TO:

COUNTY OF SUFFOLK, NY – DEPARTMENT OF PUBLIC WORKS

PURCHASING OFFICE, 335 YAPHANK AVENUE, YAPHANK NY 11980-9744

MARK BIDS/LETTINGS AS FOLLOWS:

OPENING DATE: 11/8/2024

BID/LETTING #: 24/0397

YAPHANK, NY 11980

STATE BEST

FOR ADDITIONAL INFORMATION CONTACT:

Mary.Olafsen-Frey@suffolkcountyny.gov

● B- BID REQUEST FORM – SIGNED IN INK

● ALL PAGES WITH PRICING, WAGES, AND MODEL NUMBERS; ALONG WITH SPECIFICATIONS FOR ANY

ALTERNATE BIDS

BIDDER’S ACCEPTANCE – ALL BIDS MUST BE SIGNED IN INK.

THE UNDERSIGNED OFFERS AND AGREES TO FURNISH ANY OR ALL OF THE ITEMS AND/OR SERVICES ON

WHICH PRICES ARE QUOTED, AT THE PRICE AND DELIVERY TIME INDICATED, SUBJECT TO THE TERMS AND

CONDITIONS HEREIN.

FIRM NAME – PRINT ABOVE

ADDRESS

PHONE NUMBER

E-MAIL ADDRESS

CONTACT NAME - PRINT

FEDERAL TAX ID NUMBER

CITY STATE ZIP

FAX NUMBER

WEBSITE ADDRESS

AUTHORIZED SIGNATURE DATE

NIGP CODE: 66541

ONLY THE FOLLOWING ITEMS MUST BE FILLED OUT AND THE ORIGINAL COPIES SUBMITTED WITH THIS BID.

● SCEX FORM – PUBLIC DISCLOSURE STATEMENT MUST BE NOTARI)ED

● FTS FORM – STATEMENT OF NON-COLLUSION

● DOL – LO UNION ORGANI)ATION CERTIFICATE / DECLARATION

● DOL-LHE / – LAWFUL HIRING MUST BE NOTARI)ED

● LL5 - DISQUALIFICATION OF NON-RESPONSIVE BIDDERS

● LOBBYING CERTIFICATION FORM

THE FOLLOWING FORMS WILL BE REQUIRED FROM THE LOW BIDDER ONLY UPON REQUEST.

DELIVERY TO:

REQUIRED DELIVERY DATE:

STATE BEST DELIVERY: ______________________________

1 FORM 221B

BID/LETTING #: 24/0397

BULLET RESISTANT PANELS AND ACCESSORIES

DESCRIPTION:

IN AN EFFORT TO EXPEDITE THE PROCESSING OF THIS AWARD, IT IS ENCOURAGED ORIGINAL, COMPLETED, NOTARIZED COMPLIANCE FORMS BE INCLUDED IN PROPOSAL

• IF ANY QUANTITIES ARE INDICATED, THEY ARE MERELY ESTIMATES BASED ON EXPERIENCE. THE COUNTY

WILL NEITHER BE COMPELLED TO ORDER ANY QUANTITIES OF AN ITEM NOR WILL BE LIMITED BY THE

QUANTITY INDICATED FOR ANY ITEM.

THE COUNTY RESERVES THE RIGHT TO AWARD FUTURE CONTRACTS/PURCHASE ORDERS TO THE NEXT

LOW BIDDER IN THE EVENT OF DEFAULT OR CANCELLATION OF A PREVIOUSLY AWARDED

CONTRACT/PURCHASE ORDER.

THE BIDDERS REPLY IS TO REMAIN IN EFFECT FOR 90 DAYS AFTER THE BID OPENING DATE.

OR EQUAL – MANUFACTURERS LISTED ARE FOR REFERENCE PURPOSES ONLY. VENDORS BIDDING

ALTERNATES TO THE MODELS SPECIFIED MUST PROVIDE COMPLETE SPECIFICATIONS WITH THEIR BID.

ANY EXCEPTIONS TAKEN TO ANY PART OF THESE SPECIFICATIONS MUST BE FULLY EXPLAINED IN

WRITING AND RETURNED WITH THE BID. FAILURE TO DO SO MAY BE CAUSE FOR DISQUALIFICATION.

• SUFFOLK COUNTY RESERVES THE RIGHT TO ADD OR REMOVE LOCATIONS

• SUFFOLK COUNTY RESERVES THE RIGHT TO AWARD THIS BID TO SINGLE OR MULTIPLE VENDORS, IN

WHOLE OR IN PART, BY ITEM, BY CLASS, BY CATEGORY, OR TO ESTABLISH PRIMARY AND SECONDARY

CONTRACTS.

• BIDS SUBMITTED WHICH INCLUDE CONDITIONS, EXCEPTIONS OR QUALIFICATIONS, SHALL BE DEEMED

NON-RESPONSIVE AND MAY BE REMOVED FROM THE BID AWARD PROCESS.

• REFER TO INSTRUCTIONS TO BIDDERS AND/OR GENERAL CONDITIONS FOR FURTHER INFORMATION.

2 FORM 221B

ITEM # QTY # UNIT DESCRIPTION

NIGP

CODE MANUFACTURER MODEL# UNIT UNIT PRICE EXT PRICE

1 50 EACH ARMORCORE LEVEL 3 BULLET RESISTANT PANELS

4' X 8' ARMORCORE UL752 LEVEL 3 PANELS

2 45 EACH ARMORCORE BATTEN STRIPS

FOR LEVEL 3 PANELS FOR SEAMS 8' LONG

3 6 EACH TENRYU OR DIAMONDX CUTTER

CIRCULAR BLADE ITEM # TSD180D 7" OR EQUAL

4 1 EACH SHIPPING/HANDLING CHARGES TO YAPHANK, NY 11980

Page 1 of 22 Revised 8/12/24

EXHIBIT A - INSTRUCTION TO BIDDERS AND

GENERAL SPECIFICATIONS TO BE COMPLIED

WITH WHERE APPLICABLE

1. Elements of Interpretation

As used throughout the Contract:

A. Words of the masculine gender shall mean and include correlative words of the feminine and neuter genders and words importing the singular number shall mean and include the plural number and vice versa. Words importing persons shall include firms, associations, partnerships (including limited partnerships), trusts, corporations and other legal entities, including public bodies, as well as natural persons, and shall include successors and assigns.

B. Capitalized terms used, but not otherwise defined herein, shall have the meanings assigned to them in the Contract.

2. Definitions

A. Bid. An offer or proposal submitted by a

Bidder to furnish a described Product or a solution, perform services or means of achieving a practical end, at a stated price for the stated Contract term.

B. Bidder. Any individual or other legal entity

(including but not limited to sole proprietor, partnership, limited liability company, firm or corporation) which submits a Bid in response to a Bid Solicitation. In case of negotiated Contracts, “Bidder” shall refer to the “Contractor.”

C. Bid Documents. Writings by the County setting forth the scope, terms, conditions and Technical Specifications for a procurement of Product. Such writings may typically include, but are not limited to: Instruction to Bidders, Suffolk County Legislative Requirements, Technical Specifications, Bid Form, Listing of Names and Addresses, addenda or amendments thereto, Bid, and terms and conditions which are incorporated by reference.

D. Bid Form. The approved form on which the County requires formal bid to be prepared and submitted for the Work.

E. Cash Discount. Incentive offered by a seller to a buyer for settling the invoice immediately on delivery or in a period substantially shorter than the conventional period in that industry or market.

F. Class Bid. Bids that encompass more than one item that share common attributes or traits.

G. Commissioner. Commissioner of the

Suffolk County Department of Public Works, or his authorized representative.

H. Contract. The writing(s) which contain the agreement of the Commissioner and the Bidder/Contractor setting forth the legal obligation between the parties as determined by applicable rules of law.

I. Contractor. Any successful Bidder(s) to whom a Contract is awarded by the Commissioner, its officers, officials, employees, agents, servants, sub-contractors and any successor or assign of any one or more of the foregoing performing the Services..

J. County. The County of Suffolk, its departments, agents, servants, officials, and employees.

K. Department. The Suffolk County Office of

Central Procurement.

L. Material Breach. Failure, without legal excuse, to perform a duty or obligation under the contract that is so substantial that it defeats the purpose of the Contract.

M. Product. A deliverable under any bid or

Contract which may include commodities and services.

N. Purchase Order. The form or format that is used when making a purchase.

O. Responsible Bidder. A bidder that is determined to have financial and organizational capacity, legal authority, satisfactory previous performance, skill judgment and integrity, and that is found to be competent, reliable and experienced, as determined by the Commissioner.

P. Responsive Bidder. A Bidder meeting the Technical Specifications or requirements prescribed in the Bid Documents or solicitation, as determined by the Commissioner.

Q. Site. The location where Product will be executed or delivered.

Page 2 of 22 Revised 8/12/24

R. Technical Specifications. A written description by the County setting forth the specific terms of the intended procurement, which may include: physical or functional characteristics, the nature of a Product, and description of the work to be performed, Products to be provided.

S. Trade Discount. Amount or rate by which the catalog, list, or retail price of an item is reduced when sold to a reseller. It is the reseller’s profit margin and usually varies directly with quantity of the item purchased.

T User Department. Any Department, agency, or other entity authorized to procure Products under County Contracts.

3. Bid Submission

A. All bids shall be submitted on Bid Forms attached, sealed in an envelope and identified with the Bid opening date and time, and the Letting Number. All Bids shall be delivered no later than the Bid opening date, to Suffolk County Department of Public Works, Yaphank Avenue, Yaphank, NY 11980. Bidders are solely responsible for timely delivery of their Bids.

B. The Contract shall be for a period of one

(1) year and may be extended up to four

(4) times, for individual terms not to exceed one year, by mutual agreement between the Contractor and Suffolk County. The original Contract period, plus extensions, shall not exceed five (5) years total.

C. Bids must be completed and legible. All

Bids must be signed in ink. All information required by the Technical Specifications must be supplied by the Bidder on the Bid form. No alteration, erasures or additions are to be made to the Technical Specifications. Changes may be ignored by the County or may be grounds for rejection of the Bid. Changes, corrections and/or use of white-out in the Bid must be initialed by an authorized representative of the Bidder.

D. If the Bid is made by a partnership or corporation, the name and address of the partnership or corporation shall be indicated, together with the names and addresses of the partners or officers. If the Bid is made by a partnership, it shall be acknowledged by one of the partners; if made by a corporation, by the President.

E. Bids which are incomplete, conditional or obscure may be rejected as non-responsive.

F. Bidders are cautioned to verify their bids before submission, as amendments to Bids or requests for withdrawal of Bids received by the County after the time specified for the Bid opening may not be considered.

G. The Bidder, in submitting his bid, specifically agrees that the Notice to Bidders published in conjunction with this Letting and the Bid Documents shall all form part of the Contract between the Bidder and the County of Suffolk.

H. Confidential, trade secret or proprietary materials as defined by the laws of the State of New York must be clearly marked and identified as such upon submission by the Bidder. Marking the Bid as “confidential” or “proprietary” on its face or in the document shall not be considered by the Commissioner to be sufficient without specific justification as to why disclosure of particular information in the Bid would cause substantial injury to the competitive position of the Bidder.

Bidders/Contractors intending to seek an exemption from disclosure of these materials under the Freedom of Information Law must request the exemption in writing, setting forth the reasons for the claimed exemption.

Acceptance of the claimed materials does not constitute a determination on the exemption request, which determination shall be made in accordance with statutory procedures. Properly identified information that has been designated confidential, trade secret, or proprietary by the Bidder will not be disclosed except as may be required by the Freedom of Information Law or other applicable State and Federal laws.

I. In all Bid Documents, the words "or equal" are understood to appear after each Product. Any deviations from specifications or the indicated brand shall be clearly stated on the Bid form and fully explained by accompanying circulars, specification sheets or samples submitted with the Bid. The Commissioner’s decision as to acceptance of a commodity as an equal shall be final. If Bidder does not identify an exception to a specified brand, the Bid will be construed as providing the identical commodity described in the

Page 3 of 22 Revised 8/12/24

Technical Specifications and Bidder will be required to deliver the brand specified.

J. Bids shall be extended and totaled where required. In the event of a discrepancy between the unit price and the extension, the unit price will govern. Bidders may bid on any or all items.

K. Suffolk County reserves the right to award this bid to single or multiple vendors, in whole or in part, by item, by class, by category or to establish primary/secondary contracts or to make no award, whichever the County deems to be in its best interest.

L. Delivery time frame must be specified.

Use of the term “ASAP” may void your Bid.

M. All prices must be bid on the basis of

F.O.B. delivery point, unloaded inside and assembled unless otherwise indicated in the Bid Documents.

N. Prices must be net, including transportation, delivery, and other charges, fully prepaid by Contractor to the destination(s) indicated in the Bid Documents.

O. The quantity shown for the Product is an estimate of the needs of the User Department. The Bidder, in submitting a Bid, agrees that the County may purchase any quantity over or under the quantity shown at the unit price bid, or may not purchase at all.

P. Cash Discounts will not be a factor in determining awards unless otherwise indicated by the County. Trade Discounts may be a factor in determining the award.

Q. During the Contract term, if substantially the same or a smaller quantity of a Product is sold by the Contractor outside of this Contract upon the same or similar terms and conditions as that of this Contract at a lower price to a Federal, State or local governmental entity, the price under this Contract shall be immediately reduced to the lower price.

R. The successful Bidder agrees to comply with all laws promulgated and publically accessible codes, rules, regulations and standards which govern and have jurisdiction at the time the Product is provided. If the Contractor performs any work contrary to applicable laws, codes, rules, regulations, and/or standards, he shall bear all costs and liability arising therefrom.

S. If any portion of the work being Bid is subject to the prevailing wage rate provisions of the Labor Law, a copy of the applicable prevailing wage rates to be paid or provided are deemed part of the Bid Documents. If a copy of the applicable rates are not annexed to the Bid Documents, the information will be furnished to the Bidder immediately upon receipt of a request for same.

T. Pursuant to Section 220 of NYS Labor

Law, no laborer, workman or mechanic in the employ of the Contractor, subcontractor or other person doing or contracting to do the whole or any part of the Work contemplated by this Contract shall be permitted or required to work more than eight hours in any one calendar day or more than five days in any one week except in the emergencies set forth in the Labor Law.

U. The Bidder agrees that by submitting a successful bid, any political subdivision to any other governmental entities will be permitted to participate in the awarded Contract per the same terms and conditions set forth in the Contract; where authorized under law provided, however, that any political subdivision choosing to utilize the Contract will be wholly responsible for any debts incurred by them as participants of the Contract.

V. Bidders shall supply three (3) parts books, three (3) service repair manuals, and three

(3) operator's manuals with each unit, where applicable.

W. Bids on equipment must be on standard new equipment, latest model and in current production. Where any part of nominal appurtenance of equipment is not described, it shall be understood that all the equipment and appurtenances which are usually provided in the manufacturer's stock model shall be furnished.

X. The successful Bidder will provide the location of the authorized repair shop at which location the equipment will be serviced under a Guarantee and Warranty Maintenance Agreement.

Y. The County is not liable for any costs incurred by a Bidder or Contractor in the preparation and production of a bid, or for

Page 4 of 22 Revised 8/12/24 any work performed prior to Contract execution.

4. Samples & Shop Drawing

A. The Commissioner reserves the right to request from Bidder/Contractor representative sample(s) or shop drawing(s) of Product(s) offered, at any time. Unless otherwise instructed, the sample(s) shall be furnished within ten

(10) days of the request.

B. Requested samples and/or drawings shall be delivered free of charge. Samples shall be removed by the Bidder, at Bidder’s expense, upon request of the Commissioner. The County will not be responsible for samples which are destroyed, damaged, consumed or rendered useless by testing or examination. If samples are not removed within thirty (30) days after written notice to Bidder/Contractor, they shall be considered as abandoned and the County shall have the right to dispose of them as its own property.

C. If in the judgment of the Commissioner, a sample is not submitted as requested or if the sample is not in accordance with the requirements stated in the Technical Specifications and the Bid Documents the Commissioner may reject the bid; or, if an award has been made, cancel the Contract at the expense of the Contractor.

D. When an accepted sample exceeds the minimum Technical Specifications, all Products delivered will be of same quality and identity as the sample.

E. Samples may be held by the

Commissioner during the entire term of the Contract for comparison with deliveries.

5. Withdrawal Of Bids

A. Any bid may be withdrawn by the Bidder prior to the scheduled time for the receipt of bids or authorized postponement thereof provided the Bidder's written request for withdrawal is delivered to the Commissioner before the Bids are opened. A Bid which has been withdrawn will be returned to the Bidder unopened at the time of the opening of the other bids.

6. Opening Of Bids

A. The time scheduled for the receipt of Bids shall be in accordance with the Notice to

Bidders. All Bids formally received will be opened and read aloud. The results will be made public. Until the actual award and execution of a Contract, the County reserves all its rights with respect to the rejection of bids.

B. Late Bids will not be considered.

7. Bid Evaluation

A. Prior to award the Commissioner may conduct investigations as to whether or not the Products, qualifications, or facilities offered by the Bidder meet the requirements set forth in the bid document and Technical Specifications, and are ample and sufficient to insure the proper performance of the Contract in the event of award. Upon the request of the Commissioner, the Bidder shall provide evidence of experience, ability and financial standing, as well as a statement as to plant, machinery, and capacity of the manufacturer for the production and distribution of the Product which is the subject of the bid. Notwithstanding the forgoing, the Commissioner shall not be obligated to conduct any investigations before an award. It is further understood that no such investigations shall relieve a Contractor from fulfilling all requirements and conditions of the Contract.

B. Local Preference: Section A4-14 of the

Suffolk County Administrative Code establishes a local preference program for Suffolk County Contractors. This preference program allows the County the option of awarding Contracts to Bidders other than the lowest Responsible Bidder.

Copies of Section A4-14 of the Suffolk County Administrative Code may be obtained at the Yaphank offices of the Department of Public Works or viewed on the Suffolk County web site at http://legis.suffolkcountyny.gov/. Click on “Search the Laws of Suffolk County.”

C. The Commissioner reserves the right to accept or reject any and all Bids, or separable portions of offers, to make awards by items, groups, classes of items, and to waive technicalities, irregularities, and omissions if the Commissioner determines the best interests of the County will be served. The Commissioner, in his sole discretion, may accept or reject illegible, incomplete or vague Bids and his decision shall be final.

Page 5 of 22 Revised 8/12/24

D. Disqualification for Past Performance/ Findings of Non-Responsibility

Bidder may be disqualified from receiving awards if Bidder has previously failed to perform satisfactorily in connection with public Bidding or Contracts or is deemed a Non Responsive Bidder under Sections 189-5 through 189-9 of the Suffolk County Code.`

E. Any language in any proposal or document submitted by a Bidder as part of their bid that is accepted by the County cannot be in conflict with any material term and/or condition relevant to this bid with the exception of any warranties or the specifications of the commodity of service required by this Bid. If there is any conflict between the Bid and the terms and conditions of Bid Documents, the terms and conditions of the Bid documents shall govern.

8. Substantially Equivalent Bids

A. When two or more low Bids are substantially equivalent Bids as to pricing or other factors, the decision of the Commissioner to award a Contract to one or more of such Bidders shall be final.

9. Contract Award

A. Subject to the County’s Local Preference

Program, Contracts shall be awarded to the lowest Responsible Bidder.

B. Subject to and upon compliance with any prerequisites set forth in the Technical Specifications, a Contract shall be deemed executed and created with the successful Bidder(s), upon the Commissioner’s mailing or electronic communication to the address on the Bid/Contract of: (i) a final Contract Award Notice; (ii) a fully executed Contract; or (iii) a Purchase Order authorized by the Commissioner.

C. Unless otherwise authorized in writing by the Commissioner, no Product is to be delivered or furnished by Contractor until transmittal of an official Purchase Order.

D. The Contract is subject to the amount of funds appropriated, and no liability shall be incurred by the County beyond the amount of funds appropriated for the Product(s).

10. Termination

A. For Cause: The Commissioner may immediately terminate: (i) for a material breach that remains uncured for more than thirty (30) days or other specified period after written notice to the Contractor; (ii) where, the Commissioner determines that Contractor becomes unable or incapable of performing, or meeting any requirements or qualification set forth in the Contract, which determination shall be conclusive; (iii) for nonperformance; or (iv) Contractor is found guilty after a trial or a plea of guilty to an offense covered under the provisions of Sections 143-5 of the Suffolk County Code. Such termination shall be upon written notice to the Contractor.

(i) The County shall be released from any and all liability under the Contract, effective as of the date of the termination notice.

(ii) Nothing contained in this paragraph shall be construed as a limitation on the County’s legal or equitable remedies, or other rights available to it.

B. For Convenience:

i) The Commissioner shall have the right to terminate the Contract for convenience, at any time, without penalty or other early termination charges due; provided, however, that no such termination shall be effective unless the Contractor is given at least thirty (30) days written notice. If the Contract is terminated pursuant to this subdivision, the County shall remain liable for all accrued but unpaid charges incurred through the date of termination. Contractor shall use due diligence and provide any outstanding deliveries.

ii) The placement of a Purchasing Order may be terminated by the Commissioner for convenience upon five (5) days written notice.

11. Duties Upon Breach

A. In any case where a question of non-performance by Contractor arises, payment may be withheld in whole or in part at the discretion of the Commissioner.

B. Upon failure of the Contractor to deliver within the time specified, or failure to make immediate replacement of rejected Product(s) when so requested, the Commissioner may purchase from other

Page 6 of 22 Revised 8/12/24 sources to replace the Product(s) rejected or not delivered. On all such purchases the Contractor agrees to reimburse the County promptly for costs in excess of the new purchase cost plus the re-letting cost and any other additional costs or expenses incurred in acquiring the acceptable Products, Should the new cost be less than the Contract price, the Contractor shall have no claim to the difference. Should the new purchase price exceed the Contract price by twenty percent (20%) or more, the County agrees to waive its claim to the re-letting cost; if the new purchase price is less than twenty percent (20%) of the Contract price, the County shall charge the related cost in an amount not exceeding twenty percent (20%) of the order price of the items rejected or not delivered.

C. Sums due as a result of these remedies may be deducted or offset by the Commissioner from payments due, or to become due, the Contractor on the same or another transaction. If no deduction or only a partial deduction is made in such fashion the Contractor shall pay to the County the amount of such claim or portion of the claim still outstanding, on demand. Submission of a voucher and payment thereof by the County shall not preclude the County from demanding a price adjustment in any case where the Product delivered is later found to deviate from the specifications and proposal.

Should the amount withheld be finally paid a Cash Discount originally offered may be taken by the County as if no delay in payment had occurred.

D. Any delivery made which does not meet the requirements of the Bid Document may be rejected or accepted on an adjusted price basis as determined by the County.

E. It is understood and agreed that all rights and remedies afforded above are in addition to all remedies or actions otherwise authorized or permitted by law.

12. Limitation of Action

No action for any cause whatsoever arising out of this Contract shall be maintained against the County of Suffolk by the Contractor, or anyone claiming under the Contractor, unless such action shall be commenced within six (6) months: (a) after expiration of this Contract; (b) after the date of written notice to the Contractor from the County of complete rejection or withheld acceptance of a delivery; or (3) after the date of written notice to the Contractor from the County of a deduction from the agreed price on a Purchase Order, whichever of the above events shall be the latest in time.

13. Indemnification And Defense

A. The Contractor shall protect, indemnify and hold harmless the County, its officers, officials, employees, Contractors, agents , servants and other persons from and against all liabilities, fines, penalties, actions, damages, claims, demands, judgments, losses, costs, expenses, suits or actions and reasonable attorneys' fees, caused by the acts or omissions or the negligence of the Contractor incurred by the County, its officers, officials, employees, Contractors, agents, servants and other persons in any action or proceeding arising out of or in connection with the Contract

B. The Contractor hereby represents and warrants that it will not infringe upon any copyright, trademark or patent in performing the requirements under this Contract. The Contractor agrees that it shall protect, indemnify, and hold harmless the County, its officers, officials, employees, Contractors, agents and servants from and against all liabilities, fines, penalties, actions, damages, claims, demands, judgments, losses, suits or actions, costs, and expenses arising out of any claim asserted for infringement of copyright, trademark or patent including reimbursement of the cost of reasonable attorneys’ fees incurred by the County, its officers, officials, employees, contractors, agents, servants in any action or proceeding arising out of or in connection with any claim asserted for infringement of copyright, trademark or patent due to the Contractor’s actions in carrying out its duties under this Contract.

C. The Contractor shall defend the County its officers, officials, employees, contractors, agents and other persons in any proceeding or action, including appeals, arising out, in connection with, the Contract, and any copyright infringement proceeding or action. At the County’s option, the County may defend any such proceeding or action and require the Contractor to pay reasonable attorney’s fees for the defense of any such suit.

Page 7 of 22 Revised 8/12/24

14. Insurance

A. The Contractor and his subcontractors shall not commence work under this Contract until all the required insurance has been obtained and such insurance has been approved by the County.

Approval of the insurance by County shall not relieve or decrease the liability of the Contractor. The Contractor shall assume all responsibility for the insurance requirements of all subcontractors. All insurance requirements apply equally to subcontractors. All insurance shall be obtained from companies licensed to do business in the State of New York. All policies providing coverage shall be issued with an A.M. Best rating of A- or better.

B. The Contractor shall furnish to the County

Declaration Pages for each such policy of insurance, and, upon request, a true and certified original copy of each such policy, evidencing compliance with the insurance requirements. The County of Suffolk shall be named as an additional insured on all applicable policies and Contractor shall furnish a Declaration Page and endorsement page evidencing the County’s status as an additional insured on said policy.

C. All such Declaration Pages and other evidence of insurance shall provide for the County of Suffolk to be notified in writing thirty (30) days prior to any cancellation, nonrenewal, or material change in said policies. Such Declaration Pages, policies, and other evidence of insurance shall be mailed to the Department at its address set forth in the paragraph entitled “Notices and Contact Persons”, or at such other address of which the County shall have given the Contractor notice in writing. Any correspondence shall specifically refer to the Project covered under the Contract.

D. If the Contractor fails to provide the declaration pages or certificates of insurance or to maintain any insurance required by this Agreement, the Owner may, but shall not be required to, withhold payment until such time that certificates/policies are submitted stating that all applicable insurances are in effect, or may obtain such polices and deduct the cost thereof from payments due the Contractor under this Agreement or any other agreement between the County and the Contractor.

E. Upon failure of the Contractor to furnish, deliver, and maintain such insurances as herein provided, this Agreement, at the election of the County, may be forthwith suspended, discontinued, or terminated.

Failure of the contractor to take out and/or maintain and the taking out and/or maintenance of any required insurance shall not relieve the Contractor from any liability under this Agreement, nor shall the insurance requirements be construed to conflict with the obligations of the contractor concerning indemnification. In that event of suspension of work, no extension of time to complete the Work shall be granted.

F. The Contractor agrees that it shall protect, indemnify and hold harmless the County and its officers, officials, employees, contractors, agents and other persons from and against all liabilities, fines, penalties, actions, damages, claims, demands, judgments, losses, costs, expenses, suits or actions and reasonable attorneys' fees, arising out of the acts or omissions or the negligence of the Contractor in connection with the services described or referred to in this Agreement.

The Contractor shall defend the County and its officers, officials, employees, contractors, agents and other persons in any suit, including appeals, or at the County’s option, pay reasonable attorney’s fees for defense of any such suit arising out of the acts or omissions or negligence of the Contractor, its officers, officials, employees, subcontractors or agents, if any, in connection with the services described or referred to in this Agreement.

G. The Contractor shall procure, pay the entire premium for, and maintain throughout the term of this Agreement, insurance in amounts and types specified by the County. The Contractor agrees to require that all of its subcontractors, in connection with work performed for the Contractor related to this Agreement, procure, pay the entire premium for and maintain throughout the term of this Agreement insurance in amounts and types equal to that specified by the County for the Contractor. Unless otherwise specified by the County and agreed to by the Contractor, in writing, such insurance will be as follows:

1. Workers Compensation Insurance

Worker’s Compensation and

Employer’s Liability insurance in

Page 8 of 22 Revised 8/12/24 compliance with all applicable New York State laws and regulations and Disability Benefits insurance, if required by law.

Contractor shall furnish to the County, prior to its execution of this Agreement, the documentation required by the State of New York Workers’ Compensation Board of coverage or exemption from coverage pursuant to §§ 57 and 220 of the Workers’ Compensation Law. In accordance with General Municipal Law § 108, this Agreement shall be void and of no effect unless the Contractor shall provide and maintain coverage during the term of this Agreement for the benefit of such employees as are required to be covered by the provisions of the Workers’ Compensation Law.

2. General Liability Insurance

a. Commercial General Liability Insurance, including contractual liability coverage in and amount not less than two million dollars ($2,000,000) per occurrence for bodily injury and two million dollars ($2,000,000) per occurrence for property damage.

Completed Operations Coverage which shall continue for a minimum of two (2) years after completion of the Contract.

b. In addition, for contracts that exceed

$5,000,000 the Contractor will furnish one million dollars ($1,000,000) Owner's and Contractor's Protective Liability Insurance in the name of and covering the liability of the County of Suffolk with respect to all work performed under this Contract, including omissions or errors of the County, combined single limit of one million dollars ($1,000,000) per occurrence for bodily injury and property damage.

c. At the Contractor's option, the Contractor may furnish a minimum one million dollar ($1,000,000) Umbrella Policy or Excess Liability Policy to meet the two million dollar ($2,000,000) General Liability Insurance requirement of Item No. 2a.

3. Automobile Liability Insurance

a. if any vehicles are used for construction by the Contractor in the performance of this Agreement including owned, non-owned, and hired cars, with minimum limits of not less than One Million Dollars ($1,000,000) per person, per accident bodily injury and not less than Five Hundred Thousand Dollars ($500,000) for property damage per occurrence.

b. if any vehicles are used for services other than construction by the Contractor in the performance of this Agreement including owned, non-owned, and hired cars, with minimum limits of not less than Five Hundred Thousand Dollars ($500,000) per person, per accident bodily injury and not less than One Hundred Thousand Dollars ($100,000) for property damage per occurrence.

4. Pollution Liability

a. If the work involves abatement, removal, repair, replacement, enclosure, encapsulation, and/or disposal of any hazardous material or substance, as defined by applicable State and federal laws and regulations, the Contractor shall maintain in full force and effect throughout the term of the contract, and for two years after completion hereof, pollution legal liability insurance with limits of not less than $2,000,000, providing coverage for bodily injury and property damage, including loss of use of damaged property or of property that has not been physically injured. Such policy shall provide coverage for actual, alleged or threatened emission, discharge, dispersal, seepage, release or escape of pollutants, including any loss, cost or expense incurred as a result of any cleanup of pollutants or in the investigation, settlement or defense of any claim, suit, or proceedings against the County arising from Contractor’s work.

Suffolk County shall be named as additional insured and this shall be primary.

b. If automobiles are to be used for transporting hazardous materials, the Contractor shall provide pollution liability broadened coverage for covered autos (endorsement CA 99 48) as well as proof of MCS 90.

5. All Builders Risk and Flood Insurance

(when required)

a. See “Supplementary Conditions” for which contracts require an All Builders Risk Policy covering both job and materials.

b. The coverage limits are as follow:

(1) 100% of contract value for Projects with completion dates 1 year or less.

Page 9 of 22 Revised 8/12/24

(2) 105% of contract value for Projects with completion dates of more than 1 year but less than 2 years.

(3) 110% of contract value for Projects with completion dates of more than 2 years but less than 3 years.

(4) 115% of contract value for Projects with completion dates of 3 years or more.

Note: For projects accepted in clear and distant phases, the coverage amounts may be modified accordingly.

c. The County of Suffolk must be named loss payee.

6. Installation Floater (when required)

a. See “Supplementary Conditions” for which contracts require an Installation Floater Policy covering both job and materials.

b. The coverage limits are as follow:

(1) 100% of contract value for Projects with completion dates 1 year or less.

(2) 105% of contract value for Projects with completion dates of more than 1 year but less than 2 years.

(3) 110% of contract value for Projects with completion dates of more than 2 years but less than 3 years.

(4) 115% of contract value for Projects with completion dates of 3 years or more

Note: For projects accepted in clear and distant phases, the coverage amounts may be modified accordingly.

c. The County of Suffolk must be named as

Loss Payee.

7. Insurance Coverage for Work on

Railroad Property

a. Work within railroad property lines or areas subject to Railroad Utility jurisdiction shall be covered by special insurance provisions established by the railroad companies involved in the Project, which provisions shall be ascertained from the Railroad Utility.

INSURANCE TO BE FURNISHED BY

THE CONTRACTOR FOR WORK WITHIN

THE RAILROAD RIGHT-OF-WAY

b. In addition to the Indemnification and Hold

Harmless Agreement and insurance requirements previously provided for, the contractor shall procure, pay the entire premium for and maintain in force throughout the life of this contract policies of insurance for:

8. Railroad Protective Liability Insurance

(ISO-SIMA or equivalent form

a. Covering the work to be performed at the designated job site and affording protection for damages arising out of bodily injuries or death, injury to or destruction of property, including damage to the insured’s own property and conforming to the following:

b. The Long Island Railroad Company and

Metropolitan Transportation Authority are the named insured’s.

c. Liability limit shall be $2,000,000 each occurrence. *

d. Physical Damage definition 6 of the policy form must be amended to mean direct and accidental loss of or damage to all properties of the insured including property in the insured’s care, custody or control.

e. Full name and address of the contractor purchasing the insurance must be stated.

f. The insured shall be indicated as the governmental authority for whom the work shall be performed.

g. The use of any equivalent form to ISO-

RIMA must provide equal or superior coverage as determined solely by the LIRR Insurance Department.

h. *If policy is subject to an aggregate limit, replacement insurance will be required if it is likely such aggregate will be exceeded.

9. Comprehensive General Liability

Insurance

a. Covering the work to be performed and also including coverage for contractual liability, independent contractors, completed operations liability, explosion, collapse and underground hazard.

Contractual liability exclusion applicable to work to be performed within 50 feet of the Railroad tracks must be voided. Minimum combined single limit shall be $2,000,000 for bodily injury and property damage.

10. Workmen’s Compensation and

Employer’s Liability Insurance

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a. Covering all employees of each contractor and/or subcontractor in accordance with New York State Worker’s Compensation and Employer’s Liability Law.

b. The contractor shall furnish to the Railroad the original policy for Railroad Protective Liability Insurance (American Association State Highway Organization Form) and certificate(s) of insurance for Comprehensive General Liability and Worker’s Compensation and Employer’s Liability insurance containing a statement providing that thirty days advance notification shall be given to the Railroad of cancellation, non-renewal or material change of the policy. Copies of all the above shall also be furnished to the County. Certificate(s) of insurance shall name the Railroad and County as additional insured’s.

11. Insurance Coverage for Work Activity on Water (in addition to standard General/Excess Liability, Auto and Worker’s Compensation)

a. If any work to be performed under this agreement involves activity on/above waters requiring compliance under the provisions of the Jones Act (JA) and/or the United States Longshoreman’s and Harbor Worker’s Act (USL&H) and/or vessels requiring Marine Protection and Indemnity Insurance (Marine P&I) (in an amount not less than one million dollars ($1,000,000) for any one accident or occurrence), or Jones Act (JA) compliance, the contractor shall furnish evidence of insurance complying with said requirement.

(1) The County of Suffolk must be named as additional insured.

(2) In the event that any work is subcontracted, the contractor shall require (and show proof thereof) that his/her subcontractor provide this insurance.

b. Specific Requirements

(1) Painting and Rehabilitation of Bridges over Water projects:

(1.1) If a contractor is to perform work on bridge using a scaffold hanging from bridge over the water, USL&H insurance is required.

(1.2) If a contractor is to perform work on bridge from a vessel

(i.e.: boat, barge, etc.) in the water, JA and Marine P&I insurance is required

(1.3) If a contractor is to perform work on bridge from the water, if shallow enough, by entering the water using waders, USL&H insurance is required.

(2) Bulkheading and Shoreline Protection

Projects:

(2.1) If a contractor is to perform work from a vessel in the water, JA & Marine P&I insurance is required.

(2.2) If a contractor is to perform work with all equipment on land, USL&H insurance is

(3) Dredging Projects:

(3.1) If a contractor is to perform work from a vessel in the water using either hydraulic or mechanical equipment, JA and Marine P&I insurance is

(3.2) If a contractor is to perform work from land using mechanical equipment (i.e.:

crane), USL&H insurance is

(4) Dredging Equipment Projects:

(4.1) If a contractor is to perform work using equipment on shoreline and vessel in the water, USL&H and JA insurance is required.

H. The Contractor assumes responsibility for all injury to or destruction of or loss by theft or pilferage of the Contractor's materials, tools, machinery, equipment, appliances, shoring, scaffolding, false and form work and personal property of his employees, from whatever cause.

I. If, at any time, the Contractor’s Surety or

Sureties, or the carriers of the insurance herein specified to be written, become insolvent or, in a reasonable judgment of the County, become unsafe or unsound, then upon five (5) days written notice from the County to the Contractor, the Contractor shall substitute such Surety or

Page 11 of 22 Revised 8/12/24 insurance carrier with such other Surety or carrier, as shall be satisfactory to the County. Any additional premium caused by such substitution shall be paid for by

15. Delivery

A. No Products are to be shipped or delivered until receipt of an official Purchase Order from the Commissioner.

B. Delivery must be made between the hours of 9:00 a.m. and 3:30 p.m. as ordered and in accordance with the terms of the Contract unless otherwise indicated in the Bid Documents. Deliveries should be coordinated with the User Department.

C. Delivery time shall be computed in calendar days from the order mailing date on the Purchase Order.

D. Burden of proof of delay in receipt of

Purchase Order shall rest with the Contractor. Any extension of time of delivery must be requested in writing by the Contractor and approved by the User Department.

E. Products shall be securely and properly packed for shipment, storage and stocking in shipping containers and according to accepted commercial practice, without extra charge for packing cases, bailing, or sacks. The container shall remain the property of the County unless otherwise specifically agreed to in the Contract.

F. The Contractor shall utilize biodegradable and/or backyard-compostable packing materials to the greatest extent possible when shipping goods ordered by any County department. This requirement shall not apply to the packaging and shipping of goods which are regulated by state or federal authorities. In the event a vendor is unable to provide biodegradable and/or backyard-compostable packing materials for a shipment of goods, it must notify the County in writing of the items being shipped in noncompliant packing and the reason why such packaging is necessary. The original packaging of goods shall be exempt from this requirement.

G. The Contractor shall be responsible for delivery of Products in good condition to point of destination. Products delivered to the User Department shall be the property and sole responsibility of the Contractor until such time the County accepts same.

H. Deliveries are subject to re-weighing at destination by the County and where applicable payment will be made on the basis of the net weight of Products delivered. Normal shrinkage may be allowed in accordance with trade practice.

I. Deliveries of incorrect or faulty Products will be rejected and returned to sender at Contractor’s expense.

J. The County may withhold acceptance of, or reject any goods which are found upon examination, not to meet the specified requirements. Upon written notification of rejection, goods shall be removed by the Contractor within ten (10) days of the notification. Rejected goods left longer than thirty (30) days will be regarded as abandoned and the County shall have the right to dispose of them as its own property. On foodstuffs and drugs, no written notice of rejection need be given:

upon verbal notice to do so, the Vendor shall immediately remove and replace rejected merchandise.

K. Inspections shall be made at the point of delivery unless otherwise specified. Any food, drug or other perishable Product which is found to be unwholesome or otherwise unfit for human consumption or use shall not be removed by the Contractor until it is examined by the Department of Health. If condemned, such Products shall be disposed of as provided by law.

L. All Products which are customarily labeled or identified must have securely affixed thereto the original unmutilated label or marking of the manufacturer.

M. Notwithstanding the form of shipment, title or other property interest, risk of loss shall not pass from the Contractor to the User Department until the Products have been received, inspected and accepted by the receiving entity. Mere acknowledgment by User Department personnel of the delivery or receipt of goods shall not be deemed or construed as acceptance of the Products received.

N. The decision of the Commissioner as to compliance with delivery terms shall be final.

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16. Payment

A. Presentation of Suffolk County

Payment Voucher - In order for payment to be made by the County to the Contractor, the Contractor shall prepare and present a Suffolk County Payment Voucher or certified invoice, which shall be documented by sufficient, competent and evidential matter.

B. Voucher Documentation - The Suffolk

County Payment Voucher or certified invoice shall set forth complete and accurate billing invoice information, in accordance with the Contract. All Suffolk County Payment Vouchers or certified invoices must be signed in ink by duly authorized persons.

C. Payment by County - Payment by the

County shall be made within thirty (30) days after approval of the Suffolk County Payment Voucher by the Comptroller of the County of Suffolk.

D. Final Voucher - The acceptance by the

Contractor of payment of all billings made on the final approved Suffolk County Payment Voucher shall operate as and shall be a release of the County from all claims by the Contractor.

17. Taxes

Unless otherwise specified in the Bid

Documents, purchases made by the County of Suffolk are exempt from State or local sales taxes and, with certain exceptions, Federal excise taxes. To satisfy the requirements of the New York State sales tax exemption, either the Purchase Order issued by the Commissioner or the voucher forwarded to authorize payment for the Products, will be sufficient evidence that the sale by a Contractor was made to the County of Suffolk, an exempt organization under section 1116 (a) (1) of the Tax Law. No person, firm or corporation is, however, exempt from paying Unemployment Insurance or the Federal Social Security taxes.

18. Audit

A. All payments made under the Contract are subject to audit by the Comptroller pursuant to Article V of the Suffolk County Charter. The Contractor further agrees that the Comptroller and Department shall have access to and the right to examine, audit, excerpt, copy or transcribe any pertinent transactions or other records relating to this Contract. The Contractor failure to cooperate in any Audit shall constitute a material default.

B. If such an audit discloses overpayments by the County to the Contractor, within thirty (30) days after the issuance of an official audit report by the Comptroller or his duly designated…