Edwin J. Day, County Executive

TITLE: Legal Services for Office for the Aging Qualified

Suppliers List

RFP NUMBER:

RFP-RC-2026-012

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 March 12, 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: February 24, 2026 Time: 10:00am Location: MS TEAMS

QUESTIONS

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

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

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

Pomona, NY 10970 Telephone: 845-364-3820

Deadline for submission of questions is March 5, 2026 at 3pm. Answers will be given via addenda issued in response to the questions received https://rocklandgov.bonfirehub.com/portal mailto:purchasing@co.rockland.ny.us

Suppliers List

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.

Suppliers List

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

Required forms to be completed and uploaded with the proposal

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

• Past & Present Performance (see separate attachment)

• Federal Contract Caluses (see separate attachment)

Suppliers List

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

Suppliers List

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 RFP is to inform the private sector of a potential business opportunity to establish a Qualified Suppliers List (QSL) and contract(s) for Legal Services for the Rockland County Office for the Aging on an as needed basis.

Firms named to the QSL will be contacted with case specific Scope of Objectives by the County’s Authorized Department. At the time of request, Qualified Legal Firms will be required to respond with a written Expression of Interest for legal services and provide their unique perspective and methodology in handling the case. The Expression of Interest response may also include such additional services as the Proposer reasonably believes must be furnished to assist the County in handling the subject legal case.

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.

Firms wishing to submit proposals to this Request for Proposal must provide a breakdown of hourly costs by various categories and skillsets as an example of the staffing level and type they have available. Hourly rates may be broken down for different types of work. Please provide both a full-day rate and half-day rate for expert testimony services.

After evaluation based on criteria indicated, firms will be placed on the Qualified Suppliers List based on specialties, knowledge, skill set experience and qualifications.

BACKGROUND

The legal assistance program for the Rockland County Office for the Aging is an advocacy program providing legal advice and representation, including representation in court, to older adults with financial and social need who otherwise would not be able to obtain the services of an attorney. The role of the Title III-B legal assistance program is to identify and serve the civil legal needs of those older people who are most vulnerable due to social and/or economic circumstances, particularly those who are frail, isolated and/or minorities. This may be provided through legal information, legal community education and/or direct legal representation on matters affecting income security, health care, long term care, nutrition, housing, utilities, protective services, defense of guardianship, abuse, neglect, and age discrimination.

Legal assistance providers help older adults to understand their rights, exercise options through informed decision-making and achieve optimal benefit from the support and opportunities promised by law.

The provider shall demonstrate experience in complying with New York State Office for the Aging Program Instruction 94- PI-52 and 10-TAM-02 Legal Instruction.

OPEN ENROLLMENT

This is an open enrollment contract. After the initial deadline date of this RFP, the Division of Purchasing reserves the right to solicit and add additional positions, services, and/or contractors to meet any unmet needs, as deemed by the Division of Purchasing, but not limited to:

Suppliers List

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

• If/when all attempts to utilize awarded contractor(s) has been unsuccessful.

• If/when changing needs warrant a new expertise/specialty to be added.

Vendors will NOT be permitted to submit random proposals at their own discretion at any time to the Purchasing Division.

The Division of Purchasing will only add qualified contractors after a thorough proposal review to cover any unmet need(s), as identified by the Law Department and Purchasing Division.

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 various Rockland County Departments. The reference number for the transaction is Solicitation # RFP-RC-2026-013. 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 one (1) year with four (4) one (1) year options to renew.

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.

HOW TO USE THE QUALIFIED SUPPLIERS LIST

Formal contracts are signed with suppliers that detail the services offered providing guaranteed not-to-exceed hourly rates by specialty. When a County Department needs project specific services of a firm on a Qualified Supplier List, they follow the following procedures:

CONTRACTING PROCESS

• Projects valued up to $35,000.00 may be assigned directly by the user department with a firm on the Qualified Suppliers List by issuing a purchase requisition and meeting the requirements as follows:

o “Buy direct” from any supplier on the Qualified Supplier List.

o Document the reasonableness of price and that the proposal satisfies the procurement requirements.

o Provide the Purchasing Division with complete backup concerning the suppliers contacted, bids/quotes received, and vendor selection.

Suppliers List

RFP Template updated 04/15/2023 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809 o Enter a Purchase Requisition in Peoplesoft eProcurement and attach the complete scope of work for this project. The Purchasing Division will not issue a Purchase Order until all required documentation that justifies the request is received.

o Proceed to work with supplier only after the department has received an official purchase order for the work specified.

o A purchase order issued to a firm on the Qualified Suppliers list, with an original value of under $35,000, will not be permitted to exceed the $35,000 limit. If it is anticipated or should reasonably be known that the contract may need to be modified and exceed the $35,000 competitive quotes as noted below shall be obtained.

• Projects valued at $35,000.00 up to $100,000 o The user department shall solicit written quotes referencing the original RFP # from a Minimum of Three suppliers under the applicable Qualified Supplier List.

o Document the supplier selection process and detail the reasons for vendor selection.

o Document the reasonableness of price compared to all quotes received.

o Document that the proposed statement of work satisfies the procurement requirements.

o Provide the Purchasing Division with complete backup concerning the suppliers contacted, quotes received, scoring of the offers and vendor selection.

o Upon review and approval by the Purchasing Department, the Agency shall enter into a contract by submitting a DCE-100 contract request. A contract awarded based on quotes received from the user department with an original contract value of $35,000-$100,000, will not be permitted to exceed $100,000. Upon contract finalization, the Department shall enter a purchase requisition to encumber the funds by the issuance of a formal Purchase Order.

o Agency may proceed to work with supplier only after the department has received a final executed contract for the work specified and the issuance of a formal Purchase Order.

• Projects valued in excess of $100,000.00 o The user department shall submit to the Purchasing Department a detailed scope of work for the services needed. The Purchasing Department shall invite all firms (qualified to perform the scope of services) that appear on the Qualified Suppliers List to submit a quotation and proposal.

▪ The County will enter into a separate contract for each project by submitting a DCE-100 contract request. Change orders to the original contract amounts will be limited based on the original value of the contract. A contract awarded based on quotes received by the Purchasing Division, with an original contract value of $100,000 to $250,000 will not be permitted to exceed $250,000 and will require Legislative approval. Upon Legislative approval and contract finalization, the Department shall enter a purchase requisition to encumber the funds by the issuance of a formal Purchase Order.

Suppliers List

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

• Projects valued in excess of $250,000 o For projects in excess of $250,000, a project specific RFP shall be issued.

The County reserves the right to issue RFP’s or quotes for any work if it feels it is in the best interest of the County of Rockland to do so.

Suppliers List

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

Rockland County Office for the Aging

The Rockland County Office for the Aging is seeking qualified legal service providers to deliver legal assistance and representation to County residents age sixty (60) and older, with priority given to those with the greatest economic or social need.

The provider shall be responsible for delivering direct legal services and outreach, including but not limited to:

• Legal counseling and assistance to eligible seniors

• Representation on matters referred by the RCOFA

• Community education and outreach regarding elder law issues

• Participation in RCOFA meetings and events as requested

• Periodic consultation with the RCOFA Director and progress reporting as needed

The provider must ensure service accessibility for:

• Low-income individuals

• Minority older adults

• Individuals with limited English proficiency

• Socially isolated or homebound seniors

The provider shall maintain confidential client files, subject to review by authorized RCOFA and NYSOFA designees, consistent with ethical rules and program requirements.

Additionally, providers must comply with Title III-B Legal Assistance standards, including:

• Client satisfaction measurement and annual reporting

• Coordination with statewide legal assistance planning efforts

• Monthly programmatic and fiscal reporting due by the 5th of each month

• Policies regarding voluntary client contributions, ensuring no denial of service

• Appropriate recognition of all funding sources in outreach materials

• Approval from RCOFA must be granted prior to distribution of all promotional materials.

Proposer(s) must collect and maintain records for all clients served. Reports will be submitted to the RCOFA monthly for all units of service provided, including number of clients (total and unduplicated) type of assistance given, contributions, meetings, and outreach efforts. Reports are due monthly to the RCOFA by the fifth of the month for the previous month’s service.

Client consent forms must be in place prior to obtaining information related to services.

Suppliers List

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

Contributions/Due Recognition

Provider will solicit voluntary contributions to those individuals served by the RCOFA funding and report to RCOFA monthly. Consumers of services must be informed of and provided with the opportunity to voluntarily contribute at least annually to the cost of the services funded by any program administered by or through NYSOFA or RCOFA. Consumers of services must be informed of the purpose for and use of contributions. No service recipient may be denied a service because of inability or unwillingness to contribute. Contribution letters and frequency of contribution requests must be approved by RCOFA in advance. Please see NYSOFA contribution policy.

Due recognition must be given to all applicable funding sources on all program, public information materials, or other printed/published materials and electronic marketing materials distributed to the public.

Funding/Contribution policy should read as follows:

“Contributions are voluntary and confidential and are used to expand the services for which they are received. No one will be denied services because of an inability or unwillingness to contribute. ” This program is provided by the Rockland County Office for the Aging and is funded , in whole or in part by the County of Rockland, the New York State Office for the Aging (NYSOFA) , and/or Administration for Community

Living.

Program audits will be performed by the RCOFA at a minimum of bi-annually to assess compliance with regulatory standards.

PROPOSAL REQUIREMENTS AND COMPANY QUALIFICATIONS

Provide a statement of Proposer qualifications including:

1. If a firm, provide the name, a brief history and description of your firm. If an individual, describe relevant work experience and attach a resume.

2. Identify the professional staff members who will be involved in the County engagement, the experience, and the location of the office from which they would work.

3. Attorneys to be assigned to County work under this RFP must be admitted to all New York State Courts and the U.S. District Court, Southern District.

4. In the circumstance that the office location is not in the Metro New York area, identify the proposed methods to be employed to expeditiously address all elements of professional representation of the County.

Suppliers List

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

5. Detail a proposed plan to address legal representation of the County in matters filed

Outside New York State.

6. State the name and title of person(s) authorized to bind the Proposer, together with the main office address, and the respective telephone number (including area codes).

7. Detail Proposer’s experience in relation to, as pertinent:

a. labor and employment law;

b. Retiree Health Benefits

c. legal services to municipalities and/ or their insurance carriers;

d. municipal defense litigation;

e. NYS Mental Hygiene Law and Assisted Outpatient Treatment Hearings;

f. Elder Law.

Proposer’s may identify which specific type of legal work they are submitting their proposal for. A firm or individual does not need to have experience in all areas detailed above.

8. Provide at least three(3) current references and two (2) previous contract references for services similar in nature and/or from municipalities for which the Proposer has performed services, including addresses and telephone numbers of contact persons.

9. Submit a statement indicating the workforce composition of the Proposer.

10. Provide any additional information that would distinguish the Proposer in its service to the County, if retained.

11. The proposer must disclose any and all conflicts of interest which could arise upon acceptance of a contract award. Additionally, should a conflict exist or arise in future, the Proposer must disclose the manner in which the conflict would be remedied in the event the the County awarded a contract to the Proposer.

12. Include resumes for all personnel and subcontractors to be assigned to this project.

13. Must provide evidence of license and good standing in New York State.

14. Demonstrate the ability to respond to the County’s needs quickly.

Suppliers List

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

15. Have staff with expertise in specific areas of law affecting older adults in economic or social need (for example: public benefits, institutionalization, and alternatives to institutionalization);

16. Demonstrate the capacity to provide effective administration and judicial representation in the areas of law affecting older adults with economic or social need;

17. Demonstrate the capacity to provide support to other advocacy efforts (for example, the long-term care ombudsman program);

18. Demonstrate the capacity to deliver legal services to institutionalized, isolated and homebound older adults effectively; and

19. Demonstrate the capacity to provide legal assistance in the principal language spoken by clients in areas where a significant number of clients do not speak English as their principal language.

20. Have offices and/or outreach sites that are convenient and readily accessible to all older people in the community, including socially and economically vulnerable older persons, or is willing to travel to outreach sites designated by the RCOFA

21. If the provider of legal services is not a Legal Services Corporation (LSC) grantee, it is required to coordinate its services with those of the LSC grantee (see 94-PI-52) and is subject to the federal regulations applicable to LSC grantees to the extent determined appropriate by the Administration on Community Living (OAA §307(a)(11)).

Suppliers List

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

PROPOSAL EVALUATION CRITERIA

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

WEIGHT EVALUATION CRITERIA

300 Points Depth of demonstrated knowledge in elder law, to meet the statement of objectives.

100 Points Demonstrated technical capability to provide legal services in New York State.

200 Points Qualification and expertise of staff proposed for this project.

150 Points Performance references for similar projects.

250 Points Cost

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

Suppliers List

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

Offeror Name:______________________________________________________________________________________________

Hourly Rates

Title Out-of-Court Work In-Court Work Reimbursable Costs

Partners

Senior Associate

Junior Associate

Law Clerk (Unadmitted Law Graduates)

Law Clerk (Law Student)

Paralegals

Retainer Description Monthly Fee Annual Fee

Provide a full description of proposed retainer agreement on a separate page.

Authorized Signature:_____________________________________________________________________

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.

Suppliers List

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

1. Prepare your submission materials:

Requested Information

Name Type # Files Requirement

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

Data Type: Yes/No N/A Required

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

Redacted Technical Proposal if Applicable

File Type: PDF (.pdf) 1 Optional

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

Exceptions to Appendix B, Terms & Conditions

File Type: PDF (.pdf) 1 Optional

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

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

Statement of Required Disclosures, Representations and Certifications

File Type: PDF (.pdf) 1 Required

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

File Type: PDF (.pdf) 1 Optional

Suppliers List

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

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

Commodity Codes

Commodity Set Commodity Code Title Description

NIGP 91874 Legal Consulting

NIGP 96149 Legal Services, Attorneys

NIGP 96150

Legal Services Including Depositions and Expert Witness Testimony

NIGP 96258

Professional Services (Not Otherwise Classified)

NIGP 96924

Judgments and Settlements, Other Legal Expenses

NIGP 96941 Patent, Legal Expenses

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.

Suppliers List

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

Requested Data:

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

2. Upload your submission at:

https://rocklandgov.bonfirehub.com/opportunities/220272

Your submission must be uploaded, submitted, and finalized prior to the Closing Time of Mar 12, 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 https://customer.eunasolutions.com/s/article/whats-a-data-field-or-slot https://customer.eunasolutions.com/s/article/whats-a-data-field-or-slot https://rocklandgov.bonfirehub.com/opportunities/220272 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

Suppliers List

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.

Suppliers List

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

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

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

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

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

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

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

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.

Suppliers List

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

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.

Suppliers List

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.

Suppliers List

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.

Suppliers List

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.

Suppliers List

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.

Suppliers List

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.

Suppliers List

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.