PAGE: 1

COUNTY OF ROCKLAND - DGS-PURCHASING

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

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

TITLE: Apparel-Accessories and Reflective Apparel

RFB #: RFB-RC-2026-028

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

ELECTRONIC BID SUBMISSION ENCOURAGED

Proposals may be submitted electronically through the County’s BONFIRE BID Submission Portal. Please refer to the instructions titled: Electronic Bid Submission Instructions for Suppliers

BIDDER’S NAME: __________________________________________________________________________________________

PHYSICAL ADDRESS: _______________________________________________________________________________________ Bidders must list a physical address

MAILING ADDRESS : _______________________________________________________________________________________

(P.O. BOX NUMBER, IF APPLICABLE)

Bids for the above referenced bid number and title will be received until 3:00 PM on Thursday, April 23, 2026 via electronic bid submission through the BONFIRE Portal or at the Rockland County Purchasing Department, at the above address and at that time all bids will be publicly opened and read. Specifications and bid forms may be downloaded at:

https://rocklandgov.bonfirehub.com/portaland/or www.bidnetdirect.com. Please make note that the United States Postal Service does not deliver directly to this facility, however, other overnight couriers DO deliver directly to our facility. It is recommended that proposals be submitted in advance, at least one day prior to the specified date and time to allow for a timely receipt. LATE BIDS will

NOT be considered

TERMS: One Year with Four (4) one-year options

DELIVERY: As needed

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

Multiple addresses throughout Rockland County

IMPORTANT NOTICE – Bid Distribution:

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

Notification System. Copies of bidding documents obtained from any other source are not considered official copies. Only those vendors who obtain bidding documents from either the Regional Bid Notification System are guaranteed to receive addendum information, if such information is issued. Appendix A (Revised 08/2010) – General Terms and Conditions for all Purchasing Division Contracts is a separate attachment. Bidders must download, read, and acknowledge acceptance of Appendix A on the proposal page. If you have obtained this document from a source other than the Empire State Regional Bid Notification System, it is recommended that you obtain an official copy.

NOTE: The proposal of each bidder must contain the certification to non-collusive bidding as set forth in section 103-d of the General Municipal Law included in the specifications. This requirement must be strictly complied with. Filing of

Affidavit of Disclosure is mandatory when submitting your bid for this project.

The undersigned reserves the right to reject any and all proposals and to accept any proposal or proposals as submitted, or as modified, which in the opinion of the undersigned will be in the best interests of the County of Rockland.

DATED: 4/1/26 COUNTY OF ROCKLAND

POMONA, NY

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

PURCHASING

PLEASE MAKE COPY OF BID FOR YOUR RECORDS

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

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

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

BIDDER’S CHECK LIST

Your response to the above referenced bid may be considered unresponsive and may be rejected if the following forms are not included at the time of the bid opening. If submitting your pricing via electronic bid submission please see Electronic Bid Submission Instructions for Suppliers.

FORMS

STATEMENT OF REQUIRED DISCLOSURES, REPRESENTATIONS AND

CERTIFICATIONS (Notarized)

FEDERAL CONTRACT CLAUSES

Experience / References form

Valid NYS Worker’s Compensation and Disability Certificates or Attestation of

Exemption

Signed Bid Acknowledgment Form

BID DEPOSIT

BID SECURITY

If required, each bid must be accompanied by a certified check made payable to the County of Rockland in the amount indicated below. In lieu of such check, the bidder may furnish a bid bond in the same amount, and having as surety thereon a surety company licensed to do business in the State of New York and approved by the County Attorney. Checks or bid bonds of all formal bidders will be returned after an award has been made.

The amount of the bid deposit required for this bid is:

$500.00 5% of Total Bid Waived Other: _____________

INSURANCE INFORMATION

The County of Rockland requires a current insurance certificate, with the County of

Rockland listed as additional insured, to be on file in the Purchasing Department. You will be given five (5) business days from notice of award to supply this form or the award will be rescinded.

OTHER INFORMATION/REQUIREMENTS

Bidders submitting an alternate style, must send sample for review and approval as an alternate prior to Bid Closing. Bidders must send samples, marked with Company Name, Bid

No. and Line No. on bid. Samples must be received by Purchasing by the bid closing date otherwise bidder may be deemed non-responsive.

Bidders must submit a Manufacturer product specifications data sheet including size chart with bid.

Samples of Embroidery and Screenprint must be received by the purchasing department prior to the bid closing date otherwise bidder may be deemed non-responsive. See

Section 6 and section 7.

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

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

Electronic Bid Submission Instructions for Suppliers

Submission Instructions for Suppliers

Please follow these instructions to submit via our Public Portal.

1. Prepare your submission materials:

Requested Information

Name Type # Files Requirement Instructions

Manufacturer product

Specification sheet if bidding an alternate for approval

File Type: PDF

(.pdf) 1 Required

Statement of

Disclosures

File Type: PDF

(.pdf) 1 Required

Federal

Contract

Clauses

File Type: PDF

(.pdf) 1 Required

Certificate of

Experience

File Type: PDF

(.pdf) 1 Required

Bid awarded by line (BT-

12NW)

BidTable:

Excel (.xlsx) 1 Required

You will need to fill out the provided

Response

Template for this BidTable.

The Response

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

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

Name Type # Files Requirement Instructions

Template can be downloaded from the project listing on the Bonfire portal.

Valid NYS

Wkm's

Compensation and NYS

Disability

Certificates or

Attestation of

Exemption

File Type: PDF

(.pdf) 1 Optional

Valid

Certificate of

Liability

Insurance (see sample certificate which identifies the coverage and limits required as well as sample language to name the

County of

Rockland as

File Type: PDF

(.pdf) 1 Optional

PAGE: 5

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

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

Name Type # Files Requirement Instructions additionally insured)

Commodity Codes

Commodity Set Commodity Code Title Description

NIGP 20130

Caps, All Types, Except Disposable and Hospital Types

NIGP 34579

Reflective Safety

Apparel and

Accessories (See

345-08 for Non-

Reflective Type)

NIGP 80016 Boots, Rubber

Requested Documents:

Please note the type and number of files allowed. The maximum upload file size is 1000 MB.

Please do not embed any documents within your uploaded files, as they will not be accessible or evaluated.

Requested BidTables:

The BidTable Response Templates can be obtained at https://rocklandgov.bonfirehub.com/opportunities/229186.

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

2. Upload your submission at:

https://rocklandgov.bonfirehub.com/opportunities/229186

PAGE: 6

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

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

Your submission must be uploaded, submitted, and finalized prior to the Closing Time of Apr 23, 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.bonfire@eunasolutions.com for technical questions related to your submission. You can also visit their help forum at https://customer.eunasolutions.com/public/s/knowledge-base/bonfire-hub/vendor-submission-support mailto:support.bonfire@eunasolutions.com https://customer.eunasolutions.com/public/s/knowledge-base/bonfire-hub/vendor-submission-support https://customer.eunasolutions.com/public/s/knowledge-base/bonfire-hub/vendor-submission-support

PAGE: 7

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

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

RECEIPT CONFIRMATION FORM

PLEASE COMPLETE AND RETURN THIS CONFIRMATION FORM

WITHIN 5 WORKING DAYS OF RECEIVING BID PACKAGE TO:

PAUL J. BRENNAN, FNIGP, NIGP-CPP, CPPO

Director of Purchasing, Department of General Services County of Rockland Sanatorium Road, Bldg. A, Pomona, NY 10970 Tele. (845) 364-3820 Fax: (845) 364-3809 Email: Purchasing@co.rockland.ny.us

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

Company Name: ________________________________________________________________________

Address: ______________________________________________________________________________

City: ______________________________________________ State: _________ Zip Code: ________

Contact Person: _________________________________________________________________________

Phone Number: ______________________________EXT:_____ Fax Number: ______________________

Email: _____________________________________

I have received a copy of the above noted BID.

We will be submitting a Bid

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

Is your firm:

NYS Certified MWBE or

Service-Disabled Veteran Own Business

Signature: __________________________________________________________________

Title: __________________________________________________________________

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

PAGE: 8

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

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

PURCHASES BY OTHER

LOCAL GOVERNMENTS, SCHOOL DISTRICTS, AND NON PROFIT AGENCIES

As per the New York State General Municipal Law, all political subdivisions of New York State are allowed to make purchases through the resulting contract(s). As per Rockland County Procurement Policy, Non Profit

Agencies approved to participate in New York State’s Contract Extension Program are authorized to make purchases through the resulting contract(s).

1. The County of Rockland shall make all contract award information available to other political subdivisions and non profit agencies through our website: www.rcpurchasing.com

2. Any other political subdivision or Rockland County non profit agency will issue purchase orders directly to vendors within the specified contract period referencing the County’s contract and shall be liable for any payments due on such purchase orders; and shall accept sole responsibility for any payment due.

3. All purchases shall be subject to audit and inspection by the other political subdivisions and Rockland County non profit agencies for which the purchase was made.

4. No officer, board or agency of a county, town, village, or school district shall make any purchase through the

County when bids have been received for such purchase by such officer, board or agency, unless such purchase may be made upon the same terms, conditions and specifications at a lower price through the County.

5. All Bidders shall be on notice that as a condition of the award of a County contract, the successful bidder shall accept the award of a similar contract with any other political subdivision in New York State and Rockland

County non profit agencies authorized to use New York State’s contracts, if called upon to do so. A listing of approved Rockland County non profit agencies is available on the Purchasing Division’s website at www.rcpurchasing.com. The County, however, will not be responsible for any debts incurred by the participants pursuant to this or any other agreement.

6. Necessary deviations from the County’s specifications in the award of a participant contract, whether such deviations relate to quantities, or delivery points shall be resolved between the successful bidder and the other political subdivisions and Rockland County non profit agencies.

PAGE: 9

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

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

SPECIFICATIONS

A Virtual Pre-Bid via Microsoft Teams will be hosted on Thursday, April 9, 2026 at 11:00am ETD -

To Participate select the link below.

Microsoft Teams Meeting Link:

1. SCOPE

1.1. The Rockland County Purchasing Department is looking for qualified suppliers to provide reflective apparel and accessories (hats, caps, boots) as specified. Items will require customization with embroidery or screenprint, as specified.

1.2. Hats and Caps specified will require embroidery or screenprint customization

1.3. Suppliers must be able to provide digitized artwork upon receipt of a PDF file or PNG file with high resolution.

1.4. Bidders will be required to submit embroidery samples and screen printed samples as specified prior to the bid closing date or bidder may be deemed non-responsive.

1.5. Awarded suppliers will be required to provide the county with a sample of the awarded item at no cost to the county. The sample will be used by the county for reference for department review before ordering.

1.6. Orders will be on an “as needed” basis. Quantities listed are estimates and will not necessarily be ordered at one time.

2. TERM OF CONTRACT

2.1. The initial term of this contract will be for one year from date of award

2.2. The contract may be extended beyond the original contract period for four (4) additional one-year terms upon mutual agreement and upon review of requirements of participating entities, current market conditions, and contractor performance.

3. PRICE ADJUSTMENTS

3.1. A Price Adjustment request must be made in writing and include the reason for the request, documentation supporting the request (i.e., commodity increases), the current pricing, and the requested revised pricing. All prices must be held for the first year of the contract. A price adjustment request may only be requested upon each renewal year.

The County will review the Price Adjustment request. If the Price Adjustment is deemed reasonable the Price Adjustment request will be accepted by written acknowledgement. If the request is not accepted the County may entirely reject the request or may counter with revised pricing. In either case the County will provide a written explanation in support of the decision.

https://teams.microsoft.com/meet/25060542271369?p=n3TaJXisqubWKQ7YKk velezst Typewriter

CLICK HERE TO JOIN MEETING

velezst Typewriter Meeting ID: 250 605 422 713 69 Passcode: py9N7RT7

PAGE: 10

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

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

The Director of Purchasing may use available indexes (e.g., CPI or PPI) to determine if the requested Price Adjustment is reasonable. Typically, a Price Adjustment that exceeds 5% will not be approved unless very unusual and significant changes have occurred in the industry.

In the event industry costs decline, the County shall have the right to receive, from the Contractor, a reasonable reduction in prices/pricing that reflect such cost changes in the industry. The County will make a written request to the Contractor for a Price Adjustment in writing with supporting documentation.

4. USE OF FEDERAL FUNDS: Purchases made under this contract may be funded in whole or in part with federal funds. Therefore, the following provisions will apply as required by the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, also known as the Uniform Guidance (2 CFR Part 200). The contractor must comply with all federal laws, regulations, and the specific terms and conditions related to the use of federal funds. This includes but is not limited to the following:

4.1. Equal Employment Opportunity: The contractor must comply with Executive Order 11246, as amended by Executive Order 11375, and all regulations issued by the Secretary of Labor (41 CFR Part 60), prohibiting employment discrimination.

4.2. Davis-Bacon Act: For contracts subject to the Davis-Bacon Act, the contractor agrees to pay prevailing wages to laborers and mechanics as determined by the U.S. Department of Labor.

4.3. Contract Work Hours and Safety Standards Act: The contractor must comply with this Act, which governs the hours and safety standards for labor on federally funded contracts over $100,000.

4.4. Rights to Inventions Made Under a Contract or Agreement: If the contract involves experimental, developmental, or research work funded by federal dollars, the contractor must comply with the provisions of 37 CFR Part 401.

4.5. Clean Air Act and Federal Water Pollution Control Act: For contracts exceeding $150,000, the contractor must comply with all applicable standards, orders, or regulations issued under these Acts.

4.6. Debarment and Suspension: Contractors are prohibited from awarding contracts to any party listed on the General Services Administration's (GSA) System for Award Management (SAM) as debarred, suspended, or otherwise excluded from participation in federal programs.

4.7. Byrd Anti-Lobbying Amendment: Contractors who apply or bid for an award exceeding $100,000 must file the required certification that they will not use federal funds to influence or attempt to influence any government official or employee in connection with obtaining any federal contract or award.

4.8. Procurement of Recovered Materials: The contractor must comply with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act, which requires that items designated by the Environmental Protection Agency (EPA) be made from recovered materials.

PAGE: 11

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

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

The contractor is responsible for completing and submitting the Federal Contract Clauses included in this solicitation with their Offer and ensuring that these and any other applicable federal contract clauses are included in any subcontracts and are adhered to throughout the performance of the contract. Failure to comply with these federal requirements may result in termination of the contract and other penalties as prescribed by law.

5. MINIMUM QUALIFICATIONS

5.1. At a minimum, Supplier must meet or exceed the following qualifications:

5.1.1. Must have a minimum of five years of experience in the apparel and customization industry including sales, distribution, embroidery and screen printing.

5.1.2. Must have provided work uniforms and related items for government and public-sector accounts for a minimum of three years. References must be provided.

5.1.3. Have in-house or contracted facilities for both screen printing and embroidery with capacity to fulfill large-scale orders.

5.1.4. Be able to provide customer service and account management support.

5.1.5. Comply with any applicable labor and environmental regulations

5.1.6. Must be able to provide quality workmanship for embroidery and screen printing

5.1.7. Must be able to handle large volume of orders from multiple departments, with different customizations, within all Agencies.

5.1.8. Must be a direct reseller or distributor for brands and items specified that they are submitting bids for.

5.1.9. Must be able to meet the delivery terms and requirements of the contract.

5.1.10. Must have an inventory warehouse that can easily service the needs of the County.

5.1.11. Must provide one point of contact to work closely with the County as an Account Manager who will manage the successful execution of the awarded contract.

5.1.12. An alternate contract, in senior management, must be provided in case the Account

Manager is not available to respond to the needs of the county within one business day.

6. EMBROIDERY SAMPLE REQUIREMENTS must be received prior to bid opening date

6.1. Bidders must submit samples of embroidery on hats as specified at no additional cost to the county. Bidders must send samples to the Purchasing Department at: 50 Sanatorium Road, Building A, 6th floor, Pomona, NY 10970, Attn: Michele Phillips.

6.1.1. EMBROIDERY SAMPLES REQUIRED

6.1.1.1. Attachment #1- HAZMAT LOGO on Sport-Tek STC-17 hat- Navy

6.1.1.2. Attachment #2- District Attorney Logo on Hissin hat - Green

6.1.1.3. Attachment #3- PARKS DEPARTMENT logo on Richardson R65 hat- Green

PAGE: 12

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

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

6.2. All samples must be received by the bid opening date or bidder may be deemed non-responsive

6.3. Samples will be viewed for quality and workmanship and must reflect embroidery to be awarded.

6.4. Additional embroidery samples may be required before final award.

7. SCREEN PRINT SAMPLES REQUIREMENTS

7.1. All bidders for category 2, must send sample of Screen printing:

7.1.1. Attachment #4 - County Highway Department Logo screen printed in black on hi-viz yellow fabric as specified.

7.2. Same terms as embroidery sample request apply.

8. APPROVED EQUALS

8.1. Bidders may propose” approved equal” alternatives to the specified brands or products.

8.2. “Approved equals” must meet or exceed the quality, specifications, and performance standards of the listed brands/items.

8.3. Bidders must include a product specification sheet listing all product details, size specs and colors available, with their bid submission or they may be deemed non-responsive.

8.4. Samples of all alternate styles being submitted must be sent for approval prior to the bid opening date. Samples must be received by the bid opening date, otherwise bidder may be deemed non-responsive and removed from evaluation for that item(s).

8.5. All samples must be sent to Rockland County Purchasing Dept, 50 Sanatorium Road, Building A, 6th Floor, Pomona, NY 10970. Attn: Michele Phillips. Samples must include the Bid Item number(s) for which the item is being submitted and the bidders company name.

8.6. The Rockland County Purchasing Department will have the final say on what is an approved equal.

8.7. Awarded styles will not be returned.

8.8. Bidders must provide a return label for all non-awarded styles to be returned at no cost to the county.

9. REQUIREMENTS

9.1. Bidders must provide contact information for minimum three (3) Agencies that they currently hold contracts with for similar work, for three or more years.

9.2. Bidders must have accounts with Manufacturer Brands they are submitting pricing for.

Verification must be provided within 3 business days if requested.

9.3. All colors listed must be available by any alternates submitted. Orders are not limited to the colors listed.

9.4. Additional colors available for specified manufacturer style number, must be offered at contract prices if requested.

PAGE: 13

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

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

9.5. Bidders must submit prices including the customization specified for that line. Additional customization may be requested for orders requiring additional customization.

9.6. All bidders must submit pricing for all Add-On costs as specified.

9.7. The ADD-ON cost for patch application will be for patches provided by the county at time of order.

9.8. All items shipped must be “new” material and free from any defects. No irregulars.

9.9. Proofs of all work must be sent for approval prior to production at no additional cost. Orders that are shipped without proof approval will not be paid for if an error was made by the supplier.

9.10. There must be NO SET UP FEES for any orders.

9.11. There should be NO FEES FOR VECTOR ARTWORK or DIGITIZING.

9.12. There should be NO MINIMUMS per order. Bidders requiring minimums must include minimum order details in the comments section for each line. The county reserves the right to deny requests for minimums and will proceed to the next lowest bidder if acceptable minimums can not be agreed on.

9.13. If additional sizes offered by the manufacturer are offered but not listed, supplier must offer these sizes at an upcharge not to exceed 8% more than the next lowest size.

9.14. ALL ORDERS MUST SHIP FOB DESTINATION PREPAID AND ALLOWED

10. RESTRICTIONS

10.1. Bids containing restrictions will not be acceptable unless the County of Rockland deems that the restrictions conform to County requirements.

11. CUSTOMIZATION SERVICES

11.1. Embroidery

11.1.1. Digitizing logos and artwork at no extra cost to the county

11.1.2. Embroidery on hats, T-shirts, jackets etc.

11.1.3. Stitch counts as needed

11.1.4. Multi-location stitching as needed

11.1.5. Double backing to reduce crinkling

11.1.6. Embroidery should include up to 10 colors included in price

11.2. Screen Printing

11.2.1. Single and multi-color printing may be required

11.2.2. Must include front chest, full front, full back and sleeve placements

11.2.3. Pantone color matching (as requested)

PAGE: 14

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

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

11.2.4. It is the contractor’s responsibility to determine if any fabrics awarded require any special bonding agent. Must be offered and included in the bid price.

11.2.5. Must not fade or peel away from garment.

11.2.6. No other processes for printing may be applied unless alternate process is of equal quality and pre-approved, in writing, by the ordering entity.

11.2.7. Heat Seal is not acceptable.

12. ARTWORK AND PROOFING

12.1. Awarded supplier(s) must provide digital mockups/proofs for approval within three days of receipt of all orders.

12.2. Must allow for at least (2) rounds of revisions per item at no additional cost.

12.3. All proofs must be approved prior to production

12.4. Must maintain a repository of approved artwork for reorders.

12.5. Proofs for reorders must also be provided.

13. DISCONTINUED ITEMS

13.1. If an awarded style or color has been discontinued by the manufacturer, the county Purchasing Department must be notified immediately, Supplier must not wait to notify the county until a purchase order is received.

13.2. If an awarded style is discontinued, supplier must offer an equivalent style for replacement at the contracted price of the style being replaced.

13.3. If a color specified on the contract is discontinued, the supplier must offer an alternate product that offers the required color, at the contracted price for the style/color it is replacing.

13.4. Samples for all replacements must be sent for Purchasing approval prior to contract revision approval.

13.5. The offered replacement of the discontinued contracted style or color must be sent to the Rockland County Purchasing Department within 5 business days, for evaluation and approval.

13.6. The Supplier must receive approval from the County Purchasing Department, in writing, before the alternate can be shipped.

13.7. The supplier must only ship pre-approved manufacturers and styles.

13.8. No unauthorized substitutions will be allowed. Any unauthorized substitutes may be returned to the supplier at the supplier’s expense, regardless of customization.

14. DELIVERY

14.1. All orders must ship within 30 days of receipt of order.

14.2. Proofs must be sent within three business days of receipt of purchase order.

PAGE: 15

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

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

14.3. Provide estimated turnaround times with each order.

14.4. Description of, if any, Back Ordered Items and Quantities and ETA date for backorder

14.5. Supplier is permitted to deliver partial orders upon approval of ordering entity.

14.6. All items delivered must meet or exceed the quality level as specified.

14.7. Any items rejected upon review, for deficient quality, will be returned by the County at the supplier’s expense for full credit issued by the Offeror within five business days.

14.8. If an alternate product, with and/or without alterations, is shipped without written authorization by the county, the items will be returned to the suppliers at the supplier’s expense.

14.9. Return labels must be provided within three days of request for return.

15. SAMPLES OF AWARDED STYLES

15.1. Awarded suppliers must provide a sample of the items awarded, even if style awarded is as specified, at no cost to the county. All samples will be kept by the Purchasing Department for reference. Samples must be received within 5 business days of request. The sample must be labeled with the Bid number and line numbers for which the item was awarded.

16. INVOICES

16.1. Invoices containing deviations, revisions, omissions or errors will be returned to the account manager for correction and re-submission. Offeror shall not bill or invoice items or prices that deviate at all from the Purchase Order.

16.2. All invoices must be emailed to AP_Invoices@co.rockland.ny.us

16.3. No orders shall be processed without an authorized purchase order number.

16.4. Invoices must reflect the final PO as processed

17. COUNTY LOGOS - EMBROIDERY & SILK SCREENING (ATTACHMENTS)

17.1. Customization requests will be specified at time of order.

17.2. Suppliers must notify ordering entity of embroidery stitch counts, if Customization exceeds the stitch count included in price.

17.3. Suppliers are responsible for reviewing all purchase orders upon receipt, to make sure they correctly reflect the customization as awarded.

17.4. Suppliers must notify the ordering entity of any discrepancies, such as embroidery stitch counts, missing ADD-ON costs, etc, within 3 business days of receipt of order.

17.5. Any discrepancies, that are confirmed by the ordering entity, will require a PO modification before the Purchase order can be processed.

17.6. Invoices must reflect the final PO as processed.

mailto:AP_Invoices@co.rockland.ny.us

PAGE: 16

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

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

17.7. The County reserves the right to modify its logos during the Term of the Agreement.

17.8. Departmental representatives will provide the Supplier with information regarding any changes to logos at the time an order is placed. The Supplier shall be responsible for making the necessary adjustments to its templates to reflect the changes.

18. AWARD

18.1. It is the intent of the County of Rockland to award this total bid to one vendor. Bid will be awarded to the overall lowest responsive, responsible vendor that meets the stated requirements. The County of Rockland reserves the right to award this bid on a line-by-line basis, by Category, or by Groups (as indicated below) to the lowest responsive responsible bidder(s) that meet the stated requirements.

The contract will be awarded as determined to be in the best interest of the county.

18.2. The following lines may be awarded as a group to one supplier:

GROUPS

Lines 0-3 to 0-4

Lines 1-1 to 1-4

Lines 1-5 to 1-12

Lines 1-13 to 1-14

Lines 1-15 to 1-16

Lines 1-17 to 1-18

Lines 1-19 to 1-20

Lines 1-22 to 1-23

PAGE: 17

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

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

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

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

ROCKLAND COUNTY’S INSURANCE REQUIREMENTS:

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

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

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

COVERAGES – (SEE ATTACHED MATRIX)

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

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

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

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

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

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

PAGE: 18

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

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

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

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

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

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

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

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

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

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

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

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

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

PAGE: 19

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

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

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

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

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

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

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

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

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

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

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

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

http://www.wcb.ny.gov

EMPLOYERS LIABILITY with minimum statutory requirements

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

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

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

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

County must contain the following clauses:

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

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

SEE FOLLOWING PAGE FOR INSURANCE COVERAGE MATRIX

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

PAGE: 20

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

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

VENDOR CLASSIFICATION

CHECK APPROPRIATE BOX

(cont’d on next page)

Commodities Delivered by

Vendor

Commodities Delivered by

Common Carrier

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

Lease / Use of

Facilities or Ground / Prop to

Others W/out Liquor

Lease / Use of Facilities or Ground for Filming

Maintenance & Repair of Buildings & Property

Type of Insurance

A Commercial General Liability (CGL) Each Occurrence

(1)

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

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

Med. Expense Any One Person $5,000 $5,000 $5,000 $5,000 $5,000 $5,000

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

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

Products-Comp / Op Aggregate $2,000,000 $2,000,000 $2,000,000 $2,000,000 $2,000,000 $2,000,000

B Auto Liability – Incl Bl and PD

(AL)

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

Combined Single Limit per accident

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

Or

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

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

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

C Excess / Umbrella Liability

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

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

D Workers Compensation and Employers Liability

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

Each Employee Statutory Statutory Statutory Statutory Statutory Statutory

Each Accident Statutory Statutory Statutory Statutory Statutory Statutory

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

Each Employee Statutory Statutory Statutory Statutory Statutory Statutory

F Other-Professional Liability or errors and Omissions or Malpractice

Per Claim

Opt Owners and Contractors Protection

Each Occurrence

Aggregate

3rd Party Property Damage $1,000,000

* All Other Insurance as Required by Law

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

GL-AL GL-AL GL-AL-

EXCESS

GL-AL-

EXCESS

GL-AL-

EXCESS

Cont’d on next page

PAGE: 21

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

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

(1) The per occurrence and Aggregate limits for specified coverage should apply on a per location or per project basis.

(2) Automobile Liability Coverage is required IF an automobile is used in the execution of their contract. A vendor using a third party for shipment or transport does not require Automobile Liability Insurance.

(3) An ACORD form is NOT acceptable proof of NYS Workers Compensation (WC) or Disability Benefits (DBL) Insurance coverage. For WC, secure form C-105.2 or U-26.3. For DBL, secure form DB.120.

Workers Compensation/Employers Liability, and NYS Disability are not required of: a) a business that is owned by one individual, is not a corporation, and does not have any other employees, b) a self-employed individual, c) an out of state employer with no NYS employees. IN EACH CASE, the employer must file Form CE-200, Certificate of Attestation of Exemption, with the NYS Workers Compensation Board certifying that they are not required to obtain NYS specific Workers Compensation Insurance or NYS statutory Disability Benefits.

(3A) For vendors of commodities that have no locations or employees in the State of New York, and the commodities are going to be shipped from out of State to our location via common carrier evidence of Workers Compensation and Disability or the New York Attestation are not required. If the vendor does have locations in New York State and the particular product is manufactured or shipped from out of State, we should still get evidence of New York State Workers Compensation and Statutory Disability.

(4) A consultant is someone who gives expert or professional advice. Consultants are ordinarily hired on an independent contractor basis. Therefore, the County is not liable to others for the acts or omissions of the consultant. A consultant is an individual who possesses special knowledge or skills and provides that expertise the County for a fee. Consultants help find and implement solutions to a wide variety of problems, including those related to business, marketing, manufacturing, strategy, organization structure, environmental compliance, health and safety, technology, and communications.