4-RFP-RC-2026-014 - Integrated Corrections Intelligence and Investigative Solution1.pdf

Edwin J. Day, County Executive

TITLE: Integrated Corrections Intelligence and Investigative

Solution

RFP NUMBER:

RFP-RC-2026-014

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

Department of General Services Purchasing Division

Request for Proposal

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

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

https://rocklandgov.bonfirehub.com/portal

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

Closing date for the Request for Proposal is 3:00 pm, local time, on June 11, 2026

PRE-PROPOSAL MEETING

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

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

LINK:

Date: May 19, 2026 Time: 10:00am Location: Virtual - Microsoft Teams

QUESTIONS

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

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

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

Pomona, NY 10970 Telephone: 845-364-3820

Deadline for submission of questions is May 22, 2026 @ 4pm. Answers will be given via addenda issued in response to the questions received

Meeting ID: 239 318 216 385 Passcode: C2kq76i2 https://rocklandgov.bonfirehub.com/portal mailto:purchasing@co.rockland.ny.us https://teams.microsoft.com/meet/239318216385497?p=XWin7UqpKQNocO20Dw Melanie Bicknell Typewriter

Melanie Bicknell

CLICK HERE TO JOIN MEETING

Solution

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

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

The County of Rockland is committed to full compliance with the Americans with Disabilities Act. To that end, the County is committed to creating an accessible environment for all. To request accommodations that you may require, please call (845) 364-3820. Please request these accommodations four (4) business days in advance so that we can seek to meet your needs.

Solution

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

Required forms to be completed and uploaded with the proposal

STATEMENT OF REQUIRED DISCLOSURES, REPRESENTATIONS AND

CERTIFICATIONS

PAST & PRESENT PERFORMANCE

Solution

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

Receipt Confirmation Form

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

SOLICITATION PACKAGE TO:

EMAIL : purchasing@co.rockland.ny.us

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

Company Name: ________________________________________________________________________

Address: ______________________________________________________________________________

City: ______________________________________________ State: _________ Zip Code: ________

Contact Person: _________________________________________________________________________

Phone Number: ______________________________EXT:_____ Fax Number: ______________________

Email: _____________________________________

I have received a copy of the above noted RFP.

______ We will be submitting a RFP

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

Signature:______________________________________________________________________________

Title:__________________________________________________________________________________

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

Solution

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

PURPOSE OF REQUEST FOR PROPOSAL (RFP)

The purpose of this request for proposal is to enter into a contract with a qualified firm or individuals to deliver an Integrated Corrections Intelligence and Investigative Solution for the Rockland County Correctional Center. It is anticipated that this RFP may result in a contract award to a single contractor.

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

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

BACKGROUND

The Rockland County Sheriff’s Office is seeking a proven, corrections-focused intelligence platform capable of transforming Jail and Law Enforcement data into actionable insights for Investigators, Analysts, and Jail leadership. The solution must consolidate and analyze multiple data sources from the Jail, including at least five years of historical records, while automatically ingesting new data from all connected systems on a daily, unattended basis, without the need for manual intervention by Sheriff’s Office staff. The Sheriff’s Office is seeking a mature, in-production system that delivers unified search, link analysis, phone and communications intelligence, gang and housing insights, key notifications, mapping, and cross-agency information sharing, all within a secure, CJIS-compliant environment.

The County of Rockland (County) intends to award a contract to the most qualified firm/individual based on presentation of the qualification criteria stipulated herein and representation of the greatest overall value to the County’s purpose. The submitting firm/individual should be aware that County may rank the qualifications of respondents and open negotiations with the highest qualified or may rank the qualifications and invite the top firms/individuals to make a proposal for the work or project under consideration.

REFERENCES

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

ISSUING OFFICE AND RFP REFERENCE NUMBER

The County of Rockland’s Department of General Services – Purchasing Division is the issuing office for this document and all subsequent addenda relating to it, on behalf of The Office of the Sheriff of Rockland County. The reference number for the transaction is Solicitation # RFP-RC-2026-014. This number must be referred to on all proposals, correspondence, and documentation relating to the RFP.

LENGTH OF CONTRACT

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

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

Solution

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

STATEMENT OF OBJECTIVES

Required system capabilities:

• System must be a commercially available product with at least 3 years on the market.

• System must provide a unified search across inmates, visitors, communications data (calls, texts, photos, digital mail), addresses, vehicles, housing, incidents, commissary, and financials.

• Bulk searching for inmates, visitors, and phone calls from uploaded Excel files

• Automated link analysis for all data sets – automatically identifying connected individuals and data points without manual intervention.

• Outbound phone call analytics including shared numbers, frequency, and cross-inmate calling patterns based on locational context

• Dashboards for population summaries, bookings, releases, incidents, contraband, gangs, visitors, and communications

• Mapping functionality to display recent releases and address associations for inmates

• System must be able to analyze historic data to generate suspect lists, filtering by release dates, in custody dates, incident dates, housing dates, and call dates.

• System must be able to compare inmates to determine risks of co-housing

• System must be capable of holding mugshots, tattoos and tattoo descriptions, all of which must be searchable.

• System may include tattoo image search/matching as an optional feature. System must be able to take any current photo of an inmate tattoo and search against all other inmate tattoos for matches.

• System may include facial recognition. System must be capable of uploading any photo or video and searching against the system for any matches in pursuit of identification.

• System must track all gang associates and members throughout the Correctional Facility, cross referencing against incidents, contraband, and housing arrangements

• System must enable users to create and manage their own groups of inmates and visitors, keeping these private or sharing them with other staff members

• System must support accreditation processes, generating automated critical incident reports required for accreditation reporting.

• System must be capable of information sharing with other Law Enforcement agencies who are partnered with the Sheriff’s office.

• System must be capable of ingesting/running a search against Correctional data from a partner Correctional agency.

• System must share data with other Law Enforcement agencies on role based access based upon agreed MOUs.

• System must be capable of generating a range of notifications, namely:

Notifications when offenders come into or leave custody.

Notification of activity (including calls, texts, visits, photos, digital mail) by external visitors

Solution

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

Data Integration Requirements

• System must demonstrate capability and previous experience of integrating all data sources used by the Sheriff’s Office and the Correctional Center

• Data feed must be set up to ingest automatically into vendor’s system minimally every 24 hours

• Standard data sets for the Correctional Center and Sheriff’s Office are as follows:

JMS – Motorola Flex Commissary– Keefe Inmate banking - Keefe Inmate communications (calls, texts, photos, digital mail) – Securus Technologies RMS Contact records– Motorola Flex Warrants – Motorola Staffing rosters - VCS

• System must be capable of uploading additional data sets not currently stored in a database. For example, data and intel that is tracked in excel spreadsheets. This may be a manual upload to start, but the Sheriff’s Office desires for all data integrations to be automated.

• The firm must lead data mapping activities, providing documentation for all entities and source fields.

• Data integration must include loading of 5 years of historical data and ongoing (at least) daily automated updates

• The firm must detail a structured validation process for data format, confirming identity integrity (inmate, visitor, calls etc). Outline any expected challenges in this area based on your experience.

• Data exchange should support open, documented interfaces and justice information sharing standards such as NIEM or equivalent.

Hosting and Security Requirements

• System must be capable of being hosted on prem or hosted

• If hosted, system must be hosted on secure Government approved, customer dedicated, cloud environment

• Sheriff’s Office data must not leave the dedicated cloud without express permission of the Sheriff’s Office

• Sheriff’s Office data may not be hosted in the same environment as any other agency data (public or private)

• Firm must demonstrate experience with complying with CJIS Security Policy

• Firm must outline operational security arrangements (data in transit and at rest etc)

• Firm must outline audit logging and ability for staff from the professional standards bureau to independently review access and usage by staff.

• Firm must outline whether its hosted environment is CJIS compliant and provide its CJIS security approach, incident response process, audit logging controls, MFA controls, encryption controls, background screening approach where applicable.

Solution

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

• All County data, derived data, configurations and audit logs remains County property,

• The solution must support comprehensive records retention, legal hold, and evidence preservation capabilities consistent with corrections, law enforcement and judicial standards

Implementation Requirements

The firm must:

• Deliver a full operational deployment within 90 days from receiving the required data feeds.

• Provide a detailed implementation schedule including key milestones:

o Data integration & mapping o ETL validation o System configuration o User acceptance o Training o Go-live support

• Identify risks, dependencies, and mitigations specific to Jail data onboarding.

Training & Support Requirements

The firm must:

• Provide a range of training supports including online, in person, and written documentation

• Provide onsite training for go live of the system specific to user groups required by the Sheriff’s Office

(Investigators, Analysts, Jail staff, professional standards staff, Administrators)

• Vendor must offer onsite training for all external agencies that the Sheriff’s Office grants usage of the system to

• Provide training by individuals with Law Enforcement or Corrections experience (provide resume or bio)

• Defined SLA for support requests

Licensing

The firm must:

• Pricing shall support broad enterprise access to Sheriff, Jail and approved partner users.

• Enable the Sheriff’s Office to add additional users on the system without assistance from the vendor.

Product Demonstration After evaluation of the written submissions and compliance matrix, the Sheriff’s Office may invite qualified firms/individuals to participate in a scripted live product demonstration. Only vendors who meet all mandatory requirements will be invited. The demonstration will follow a Sheriff’s Office–defined scenario and must use the vendor’s current production system. The live demo will be used to validate claims made in the proposal and assess the suitability of the solution for operational use.

Solution

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

PROPOSAL REQUIREMENTS AND COMPANY QUALIFICATIONS

Mandatory Requirement:

• Offeror must have at least three (3) years of experience providing operational intelligence, investigative, analytics, or data-integration solutions for corrections, detention, law enforcement, or criminal justice agencies.

• Offeror must demonstrate at least three live public-sector deployments involving corrections, detention, law enforcement, or justice data, of which at least one should involve a county jail, sheriffs office, department of corrections, or detention environment.

• At least one live detention/corrections/sheriff deployment, with preference for multiple comparable jail deployments.

• Demonstrated ability to integrate multiple JMS/RMS/communications/financial source systems using supported, documented methods.

• Evidence of scale: datasets including millions of records and multi-year historical data.

• Be able to demonstrate the development of long term strategic relationships with customers, bringing in experience from other jurisdictions and continually improving both the intelligence value and the software solution over time; Share your product roadmap and outline recent examples of upgrades delivered to clients.

• Ability to provide three references for operational deployments.

• Demonstrated experience handling multi-year historical data conversion and identity resolution across multiple source systems

• A designated project manager with prior justice/corrections implementation experience

• At least one technical lead with ETL/data-mapping experience across justice or corrections systems.

• One trainer or subject matter advisor with corrections or law enforcement investigative experience

Contract and Insurance

A firm/individual submitting a bid must be prepared to use the County’s standard contract form rather than its own contract form. Any issue with executing such a contract must be noted in the cover letter of the submission. The qualification evaluation panel will take any such issue into consideration while ranking the qualifications of all submitting entities and it may be grounds for disqualifying a submission, or it may affect the ranking of the qualifications.

A firm/individual submitting a bid must comply with the Sheriff’s Office’s minimum insurance requirements.

Submission Requirements Proposals must include:

• One-page summary containing:

– Company name

– Years serving Law Enforcement and Corrections

Solution

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

– Number of live U.S. Correctional deployments

– Core differentiators

– Confirmation of all mandatory requirements met

• Confirmation of acceptance of County standard terms

• Completed compliance matrix.

• Pricing

• References

• Technical documentation (if referenced in compliance matrix)

Solution

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

PROPOSAL EVALUATION CRITERIA

An Evaluation Committee will evaluate proposals against the following weighted criteria. Each area of the evaluation criteria must be addressed in detail in proposal.

WEIGHT EVALUATION CRITERIA

350 Points Relevant corrections experience with municipality, proven operational deployments and qualifications of assigned staff.

250 Points Strength of product capabilities.

100 Points Hosting, security and audit compliance.

100 Points implementation, data integration approach, training and support.

200 Points Total Cost – including hosting, licensing, implementation and training.

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

Solution

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

COST PROPOSAL TEMPLATE

The County of Rockland intends to complete a separate cost evaluation which will be used to determine the proposal offering the best value to the County. The bidder must provide firm, fixed pricing to meet the specifications and requirements of the RFP. The following outline is the minimum information to be provided with each cost proposal. Bidder’s can expand on the information requested below.

Description Cost YR 1 Cost YR 2 Cost YR 3 Cost YR 4 Cost YR 5

Software Licensing for all functionality proposed and in accordance with the RFP Requirements

Annual Maintenance Costs (if any)

Implementation Costs (If any)

Training Costs (if not included in the costs above)

Data Integration Costs

Optional Costs

Totals

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

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

Solution

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

Proposal Submittal Procedures

Please follow these instructions to submit via our Public Portal.

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

Does your proposal include exceptions to the County's Appendix B, Terms & Conditions?

Data Type:

Yes/No

N/A Required

Cost Proposal File Type: PDF (.pdf)

1 Required

Redacted Technical Proposal if Applicable

File Type: PDF (.pdf)

1 Optional

Exceptions to Appendix B, Terms & Conditions

File Type: PDF (.pdf)

1 Optional

Compliance Matrix - Integrated Corrections Intelligence and Investigative Solution - RFP-

RC-2026-014 (Q-

48DW)

Questionnaire:

Excel (.xlsx)

1 Required

You will need to fill out the provided Response Template for this Questionnaire.

The Response Template can be downloaded from the project listing on the Bonfire

Solution

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

Name Type # Files Requirement Instructions portal.

Technical Proposal

File Type: PDF (.pdf)

1 Required

Past and Present Performance

File Type: PDF (.pdf)

1 Required

Statement of Required Disclosures, Representations and Certifications

File Type: PDF (.pdf)

1 Required

Valid NYS Wkm's Compensation and NYS Disability Certificates or Attestation of Exemption

File Type: PDF (.pdf)

1 Optional

Valid Certificate Of Liability (see sample certificate for coverage and limits required as well as sample language to name the County of Rockland as additionally insured)

File Type: PDF (.pdf)

1 Optional

Solution

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

Commodity Codes

Commodity Set Commodity Code Title Description

NIGP 208

Computer Software For Microcomputers, Systems, Including Cloud-Based (Preprogrammed)

NIGP 20821

Business Intelligence Software, Microcomputer

NIGP 20845

Expert System

NIGP 20853

Integrated

NIGP 20854

Internet, Web Site and Mobile Application Development

NIGP 91829

Computer Software Consulting

Requested Documents:

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

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

Requested Data:

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

Requested Questionnaires:

The Questionnaire Response Templates can be obtained at https://rocklandgov.bonfirehub.com/opportunities/233491.

https://procurement-help.eunasolutions.com/hc/en-us/articles/48878569291411-What-s-a-Data-Field-or-Slot https://procurement-help.eunasolutions.com/hc/en-us/articles/48878569291411-What-s-a-Data-Field-or-Slot https://rocklandgov.bonfirehub.com/opportunities/233491

Solution

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

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

2. Upload your submission at:

https://rocklandgov.bonfirehub.com/opportunities/233491

Your submission must be uploaded, submitted, and finalized prior to the Closing Time of Jun 11, 2026 3:00 PM EDT. We strongly recommend that you give yourself sufficient time and at least ONE (1) day before Closing Time to begin the uploading process and to finalize your submission.

Important Notes:

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

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

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

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

Need Help?

Rockland County uses a Euna Procurement portal for accepting and evaluating proposals digitally. Please contact Euna Procurement at support.procurement@eunasolutions.com for technical questions related to your submission. You can also visit their help forum at https://procurement-help.eunasolutions.com/hc/en-us https://rocklandgov.bonfirehub.com/opportunities/233491 mailto:support.procurement@eunasolutions.com https://procurement-help.eunasolutions.com/hc/en-us https://procurement-help.eunasolutions.com/hc/en-us

Solution

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

SUBMITTING YOUR PROPOSAL

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

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

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

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

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

PROPOSAL RESPONSE FORMAT

All proposals must include:

• Section I: Executive Summary

• Section II: Detailed Response

• Section III: Value-Added Considerations

• Section IV: Protected Information (if any)

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

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

• Upload Exceptions as a separate attachment

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

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

• Required Forms: Uploaded Separately on BonFire.

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

Solution

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

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

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

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

C. Completed Compliance Matrix.

D. Statement of Work (SOW) – A Statement of Objectives (SOO) is provided in the RFP. This Statement of

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

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

E. Work Breakdown Structure (WBS) – The Offeror shall develop a Work Breakdown Structure, which reflects their view of the proposed contract effort. The WBS shall serve as a framework for organizing the proposed effort to include in-house, inter-divisional, subcontractor, and associate contractor activities.

The WBS shall be developed to a depth (level) and breadth sufficient to accurately describe each participant's role and responsibilities in the project. The Offeror's proposed WBS shall be included with their Statement of Work and will be incorporated as part of the final contract.

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

The Offeror shall provide a top level Master Schedule as part of the proposal submittal. The more detailed levels of the MS, as well as updates, will be submitted after contract award. The MS is intended as a tool

Solution

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809 for day-to-day tracking of the program/project. All tasks/activities in the MS should be logically linked together showing predecessor/successor relationships. The activities and tasks will be sufficient to account for the total proposed solution.

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

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

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

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

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

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

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

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

a. Affidavit of Non Collusion

b. Affidavit of Disclosure of Political Contributions

c. Certification Regarding Affirmative Action Plan

d. Business Dealings in Northern Ireland

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

f. Disclosure of Supplier Responsibility Statement

g. Supplier Information Page

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

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

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

Solution

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

AWARD OF CONTRACT

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

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

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

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

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

CONTRACT TERM – RENEWAL

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

PRICE GUARANTEE PERIOD

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

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

STANDARD TERMS AND CONDITIONS OF THIS RFP

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

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

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

Solution

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

PROTEST PROCEDURES

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

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

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

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

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

DISCUSSIONS WITH OFFERORS (ORAL PRESENTATION)

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

CONFIDENTIAL / TRADE SECRET INFORMATION

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

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

Identification must be specific by item or paragraph.

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

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

Solution

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

STANDARD TERMS AND CONDITIONS OF THIS RFP

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

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

ACCEPTANCE OF PROPOSALS

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

ACCEPTANCE OF TERMS

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

AMENDMENTS TO REQUEST FOR PROPOSAL

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

BUSINESS CORPORATION LAW

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

CHANGES TO PROPOSAL WORDING

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

CONTRACT ADMINISTRATOR

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

Solution

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

COMPLIANCE WITH LAWS

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

FINANCIAL STABILITY

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

FIRM PRICING

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

HIPAA

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

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

INDEPENDENT CONSULTANT

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

LABOR DISRUPTIONS

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

LIABILITY OF ERRORS

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

LOCAL LAWS AND RESOLUTIONS

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

Solution

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

NEGOTIATION DELAY

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

QUOTES FROM THE MARKETPLACE

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

REQUEST FOR PROPOSAL DATES

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

SHORTLIST

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

SOCIAL SECURITY TAXES

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

Solution

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

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

COUNTY INSURANCE REQUIREMENTS:

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

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

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…