5-RFP-RC-2026-017 Fuel Management Software and Dispensing Pumps.pdf

Edwin J. Day, County Executive

TITLE: Fuel Management Software and Dispensing Pumps RFP NUMBER: RFP-RC-2026-017

Department of General Services – Purchasing Division RFP Template updated 7/5/22 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 2, 2026.

PRE-PROPOSAL MEETING

A pre-proposal meeting will be held 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.

• Date: MAY 21, 2026 Time: 10:00 AM Location: 50 Sanatorium Road Building A, 2nd Floor, Facilities Management Office, Pomona, NY

Bidders are encouraged to arrive 10 minutes early to allow time to check in with security personnel, located inside the 1st floor main entrance of Building A.

QUESTIONS

All inquiries related to this Request for Proposal are to be in writing via email noted below. The solicitation number and title 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 purchasing@co.rockland.ny.us

Telephone: 845-364-3820 Telefax: 845-364-3809

Deadline for submission of questions is May 28, 2026, at 3:00 PM Answers will be given via addenda issued in response to the questions received

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

https://rocklandgov.bonfirehub.com/portal mailto:purchasing@co.rockland.ny.us

RFP Template updated 7/5/22 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

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.

RFP Template updated 7/5/22 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 Clauses (see separate attachment)

• Documentation Required as detailed in the Scope of Work

• NYS Department of Labor Contractor Certificate for Public Works

RFP Template updated 7/5/22 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

RFP Template updated 7/5/22 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

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

Does your proposal include exceptions to the County's

Appendix B, Terms

& Conditions?

Data Type: Yes/No N/A Required

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

Redacted Technical

Proposal if

Applicable

File Type: PDF (.pdf) 1 Optional

Exceptions to

Appendix B, Terms

& Conditions

File Type: PDF (.pdf) 1 Optional

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

Past and Present

Performance File Type: PDF (.pdf) 1 Required

Statement of

Required

Disclosures, Representations and

Certifications

File Type: PDF (.pdf) 1 Required

Valid NYS Wkm's

Compensation and File Type: PDF (.pdf) 1 Optional

RFP Template updated 7/5/22 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Name Type # Files Requirement

NYS Disability

Certificates or

Attestation of

Exemption

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 46020

Fuel Hoses: Diesel, Gasoline, etc., Including Fittings

NIGP 55736

Fuel System Parts and Accessories

NIGP 72004

Automatic Fueling

Systems, Including

Parts and

Accessories

NIGP 76533

Filters: Air, Fuel, Hydraulic, Oil, etc., Heavy Duty

Equipment

RFP Template updated 7/5/22 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Commodity Set Commodity Code Title Description

NIGP 82040

Controls:

Combustion, Fuel

Cut-Off, Hardness, High-Low Water

Level, Ignition, etc.

NIGP 84522

Fuel Test Kits and

Devices

NIGP 90662

Petroleum and Fuel, Storage and

Distribution, Architectural

Services

NIGP 91439

Facility Fuel

Systems

NIGP 92574

Petroleum and Fuel

Storage and

Distribution

Engineering

NIGP 92845

Fueling Services, Mobile, Vehicle

NIGP 95850

Fuel Management

Services

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.

RFP Template updated 7/5/22 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/234025

Your submission must be uploaded, submitted, and finalized prior to the Closing Time of Jun 02, 2026 3:00 PM EDT. We strongly recommend that you give yourself sufficient time and at least ONE (1) day before Closing Time to begin the uploading process and to finalize your submission.

Important Notes:

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

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

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

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

Need Help?

Rockland County uses a Euna Procurement portal for accepting and evaluating proposals digitally. Please contact Euna Procurement at support.procurement@eunasolutions.com for technical questions related to your submission. You can also visit their help forum at https://procurement-help.eunasolutions.com/hc/en-us https://procurement-help.eunasolutions.com/hc/en-us/articles/48878569291411-What-s-a-Data-Field-or-Slot https://rocklandgov.bonfirehub.com/opportunities/234025 mailto:support.procurement@eunasolutions.com https://procurement-help.eunasolutions.com/hc/en-us

RFP Template updated 7/5/22 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

PURPOSE OF REQUEST FOR PROPOSAL (RFP)

The County of Rockland Department of General Services, Facilities Management Division, is seeking proposals for the emergency replacement of an obsolete Gasboy TopKat fueling management software system that controls and monitors two (2) fuel dispensing pumps located at the Dr. Robert L. Yeager Health Center, Building E, Pomona, NY and one (1) fuel dispensing pump located at 55 New Hempstead Rd, New City, NY. There are two additional fuel dispensing pumps in New City that will be replaced at a later date.

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.

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 County of Rockland Facilities Management. The reference number for the transaction is Solicitation # RFP-RC-2026-017. 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: 1 Year with the option to renew for Four (4) additional one-year terms.

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

RFP Template updated 7/5/22 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Scope of Work

Replacement of Fuel Management Software System Department of General Services – Facilities Management Division Dr. Robert L. Yeager Health Center – Building E Pomona, NY 10970

1. Background and Purpose The County of Rockland Department of General Services, Facilities Management Division, is seeking proposals for the emergency replacement of an obsolete Gasboy TopKat fueling management software system that controls and monitors two (2) fuel dispensing pumps located at the Dr. Robert L. Yeager Health Center, Building E, Pomona, NY and one (1) fuel dispensing pump located at 55 New Hempstead Rd, New City, NY. There are two additional fuel dispensing pumps in New City that will be replaced at a later date.

The existing fuel dispensing systems are no longer reliable and require immediate replacement to ensure uninterrupted fueling operations for County vehicles, proper fuel accountability, and secure access control.

The County intends to procure a cloud-based fuel management software system, new fuel dispensing pumps, associated hardware, installation services, system configuration, training, and ongoing subscription services.

The objective is to provide a secure, efficient, and compliant fueling management solution that ensures accurate recordkeeping, integrates with existing fueling infrastructure, and supports the County’s fleet management and reporting needs.

2. Site Visit / Walkthrough A site walkthrough will be conducted to allow prospective vendors to examine existing conditions and fully understand the requirements of this project.

• Location: Dr. Robert L. Yeager Health Center, Facilities Management Office, Building A, Pomona, NY

• Date/Time: May 21, 2026, at 10 AM.

Vendors are responsible for:

• Verifying existing equipment and site conditions

• Identifying any installation constraints

• Confirming compatibility with existing fuel pumps

No additional compensation will be provided for failure to account for site conditions.

3. Scope Overview The successful Bidder shall provide a turnkey solution, including but not limited to:

• Cloud-based fuel management software for a fleet of approximately 350 vehicles with ability for growth.

• New fuel dispensing pumps. Gassboy Model 9823K-F Astra electronic remote pump/ dispenser or equivalent.

• Controller hardware compatible with existing fuel pumps (Pomona and New City)

• Secure key and/card-based vehicle authorization

RFP Template updated 7/5/22 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

• Cellular connectivity (no on-premises server dependency)

• Installation, configuration, and system commissioning

• Database setup and reporting configuration

• Training and documentation

• Ongoing software subscription and support services

• Software management access for a minimum of four (4) users

The system shall be FuelMaster FM Live System, or an approved equivalent.

4. Existing Conditions Pomona Fueling Site

• The site contains two (2) active fuel dispensing pumps located at a secured County facility.

• Fuel dispensing must remain operational during installation to the greatest extent practicable.

• The County anticipates future integration with wireless tank monitoring and vehicle-based fuel identification hardware but is not implementing those features at this time.

5. Existing Conditions New City Fueling Site

• The site contains one (1) active fuel dispensing pumps located at a secured County facility.

• Fuel dispensing must remain operational during installation to the greatest extent practicable.

• The County anticipates future integration with wireless tank monitoring and vehicle-based fuel identification hardware but is not implementing those features at this time.

6. General Requirements The Contractor must:

• Remove and properly dispose of the existing (3) Gasboy TopKat unit.

• Install the (3) new Gassboy Model 9823K-F Astra electronic remote pump/ dispenser or equivalent integrating with existing fuel tank piping system, conduits, mechanical and electrical systems.

• Ensure all electrical work is performed in compliance with prevailing wage requirements, Rockland County electrician licensing requirements and applicable codes.

• Provide start-up, testing, and system commissioning.

• Deliver staff training on system operation, key encoding, and reporting functions.

• Provide all necessary equipment, hardware, and labor for a complete and functional system.

• Coordinate with Rockland County Facilities Management for system cutover and minimize downtime.

• Provide spare sparts price list and a percent discount off of list price for spare parts.

• Provide separate pricing for additional fuel dispensers to be ordered within one year.

7. Functional Requirements (Mandatory) The proposed system must, at a minimum, meet all of the following requirements:

7.1. Software Platform

• Cloud-hosted fuel management system

• Browser-based access for authorized County personnel

• No requirement for on-premises servers

• Secure user authentication with role-based permissions

RFP Template updated 7/5/22 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

• Real-time transaction data visibility

• Automated data backups and system redundancy

7.2. Fuel Dispensing Control

• Control and authorization of fuel dispensing at three (3) pumps with the ability to add two (2) additional pumps in the future.

• Support for one hose per pump

• Positive authorization required prior to fuel dispensing

• Ability to restrict fueling by:

o Vehicle o User o Fuel type o Quantity limits o Time of day

7.3. Vehicle and User Identification

• Support for key-based and/or card based credentials

• Ability to issue, encode, revoke, and manage credentials

• Capability to associate credentials with:

o Vehicles o Departments o Cost centers

• System shall support a minimum of 500 vehicle credentials at installation, expandable without hardware replacement

7.4. Reporting and Data Management

• Standard reporting including, but not limited to:

o Fuel usage by vehicle o Fuel usage by department o Transaction history o Exception reporting

• Ability to export data in commonly used formats (CSV, Excel, pdf. and MS Word)

• Ability to report by end users

• Provide both Standard and Configurable Reports

8. Hardware Requirements The Bidder shall furnish and install all necessary hardware to support the system, including:

• 3 new Fuel Dispensing Pumps and fuel management controller units.

• Power conditioning equipment

• Environmental protection accessories (including LCD heater kits where required)

• Credential encoding equipment

• Tank monitor interface hardware (see Section 10)

Hardware shall be new, commercial-grade, and suitable for continuous outdoor operation.

RFP Template updated 7/5/22 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

9. Proposed System Components The respondent shall provide a complete itemized list of all components included in its proposed system, including but not limited to:

• Controller units

• Communication equipment

• Credential devices and encoders

• Required accessories

• Power conditioning equipment

• Environmental protection components

• Tank monitor interface hardware, if included

• Software licenses and subscriptions

• Setup, activation, data conversion, and implementation services

• Shipping, delivery, installation, and commissioning

The respondent shall identify manufacturer, model number, quantity, and purpose of each component.

10. Future-Ready Tank Monitoring Integration While the County is not implementing tank monitoring at this time, the system must include:

• Wireless tank monitoring interface capability

• Compatibility with commonly used tank monitoring platforms

• Ability to activate tank monitoring in the future without replacement of installed controllers

• Wireless options to collect vehicle data and authorize fueling.

• The ability to administer the pumps remotely from a computer terminal. That feature was lost in New City in

July of 2021 due to an electrical storm damage, and most recently, in Pomona in April of 2025 when the power cutover in the utility plant was performed. This feature is essential to the administration and record keeping that was lost when the obsolete, internal communications systems were compromised.

• NFC capabilities should be considered for the future potential of adding AIM integration (rings) which facilitates the ability to authorize/enable access without end user input while also retrieving telematic information from the vehicle.

This requirement is intended to protect the County’s future investment and avoid stranded assets.

11. Installation and Configuration The Bidder shall be responsible for:

• Site verification and pre-installation coordination

• Installation of all hardware and connectivity

• System configuration and testing

• Verification of proper operation for each pump and hose

• Coordination with County Facilities Management Division to minimize operational disruption

• Final system commissioning and acceptance testing

All work shall be performed in accordance with applicable codes, manufacturer requirements, and County safety policies.

RFP Template updated 7/5/22 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

12. Training and Documentation The Bidder shall provide:

• On-site or virtual training for designated County staff

• Administrator-level system training

• End-user operational training

• System documentation, including:

o User guides o Administrative manuals (four (4) hardcopy sets, plus digital copy) o Support contact information

13. Subscription, Support, and Services The proposal shall clearly identify all recurring costs, including:

• Software subscription fees

• Cellular connectivity fees

• Technical support and helpdesk services

• Software updates and enhancements

The County requires transparent pricing for Year 1 and four (4) subsequent renewal years. Service providers must be able to guarantee a two-hour response time for service calls.

14. Project Management The Bidder shall provide:

• A single point of contact for project management

• A defined implementation schedule

• Coordination with County Facilities Management staff

• Weekly Status updates through system go-live

15. Approved Equivalent Vendors proposing an approved equivalent system must submit sufficient technical documentation to demonstrate full compliance with all functional, hardware, and performance requirements set forth in this Scope of Work.

• Failure to clearly demonstrate equivalency may result in rejection of the bid as non-responsive.

16. NYS Prevailing Wage Requirements New York State Prevailing Wages will apply to all work on the fueling pumps. For example, installation of controllers.

17. Deliverables Summary At a minimum, the successful Bidder shall deliver:

• Fully operational cloud-based fuel management software system and dispensing fuel pumps.

• Installed and commissioned pump controllers

• Credential management capability

• Reporting and export functionality

• Training and documentation

• Ongoing subscription and support services

RFP Template updated 7/5/22 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

RFP – Response Requirements Section

Vendors shall submit a complete response containing the following information:

1. Vendor Information

• Legal name of firm

• Business address

• Primary contact person (name, title, phone, email)

• Years in business providing fuel management systems

2. Technical Proposal The vendor shall provide a clear description of the proposed solution, including:

• System overview (software and hardware)

• Confirmation of compliance with all Scope of Work requirements

• Identification of any deviations (must be clearly disclosed)

• Description of:

o Fuel control functionality o Credential system (key/card) o Reporting capabilities o Cloud hosting and data security

• Description of future tank monitoring integration capability

• Confirmation of ability to respond to service calls within a two-hour time frame.

Important:

If proposing an “approved equivalent,” vendor must provide sufficient documentation to demonstrate equivalency.

3. Proposed System Components The respondent shall provide a complete itemized list of all components included in its proposed system, including but not limited to:

• Dispensing Pumps

• Controller units

• Communication equipment

• Credential devices and encoders

• Required accessories

• Power conditioning equipment

• Environmental protection components

• Software licenses and subscriptions

• Setup, activation, data conversion, and implementation services

• Shipping, delivery, installation, and commissioning

The respondent shall identify manufacturer, model number, quantity, and purpose of each component.

RFP Template updated 7/5/22 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

4. Project Approach and Schedule

• Proposed project timeline from award to full implementation

• Installation approach (including downtime expectations)

• Coordination requirements with County staff

• Description of testing and commissioning process

5. Experience and Qualifications

• Description of experience installing similar fuel management systems

• At least three (3) references for comparable installations, including:

o Organization name o Contact person o Phone/email o Description of project

6. Pricing Proposal Provide a complete and itemized cost proposal, including:

• Hardware costs

• Software licensing/subscription fees

• Installation and configuration costs

• Training costs

• Project management costs

• Any optional components (clearly identified)

• Annual recurring costs (clearly separated)

• Spare Parts Price List with Percent Discount off List Price

• Hourly rate for service calls.

Pricing shall be firm and all-inclusive.

7. Subscription and Support

• Description of ongoing support services

• Helpdesk availability

• Software update policy

• Annual subscription costs for at least Year 1 and four (4) additional one- year terms.

8. Exceptions

• Vendors must clearly identify any exceptions to the RFP requirements

• Failure to disclose exceptions may result in rejection

RFP Template updated 7/5/22 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

Evaluation of Responses Responses will be evaluated based on:

Cost Proposal (350 Points)

• Total Project Cost (hardware, installation, commissioning)

• 5-Year Total Cost of Ownership (subscription + support + connectivity)

• Spare Parts Pricing & Discount Structure

• Hourly Service Rates

• Pricing Transparency & Completeness

Technical Compliance & System Functionality (250 Points)

• Compliance with Mandatory Functional Requirements (Section 7)

• Fuel Control & Authorization Capabilities

• Reporting, Data Export, and System Integration

• Cloud Architecture, Security, and Redundancy

• Future Tank Monitoring Compatibility (Section 10)

Implementation Approach & Project Management (150 Points)

• Installation Plan & Minimization of Operational Disruption

• Project Schedule & Realism of Timeline

• Testing, Commissioning & Cutover Strategy

• Project Management Structure & Communication Plan

• Quality of Site Assessment Understanding

Vendor Experience & Qualifications (125 Points)

• Relevant Experience with Similar Fuel Management Systems

• Demonstrated Experience with Government Clients

• Reference Quality & Performance Feedback

• Manufacturer Authorization / Certifications

Support, Maintenance & Service Levels (75 Points)

• Service Response Capability (2-hour requirement validation)

• Helpdesk Availability & Support Model

• Software Update & Maintenance Policy

• Warranty Coverage & Lifecycle Support

System Expandability & Future Readiness (50 Points)

• Scalability (additional pumps, vehicles, users)

• Integration Flexibility (fleet, financial systems)

• Readiness for Wireless Tank Monitoring & Vehicle Data Capture

RFP Template updated 7/5/22 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. (The weighting of the criteria must reflect the priority of importance of the information asked for in the RFP. Carefully review the evaluation criteria and the weighting of criteria with the Director of Purchasing prior to finalizing the draft RFP.)

WEIGHT EVALUATION CRITERIA

350 Points Cost Proposal

250 Points Technical Compliance & System Functionality

150 Points Implementation Approach & Project Management

125 Points Vendor Experience & Qualifications

75 Points Support, Maintenance & Service Levels

50 Points System Expandability & Future Readiness

RFP Template updated 7/5/22 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

COST PROPOSAL TEMPLATE

Must be completed, signed, and submitted with your bid

Total Project Cost

Hardware costs

Initial Software licensing/subscription fee

Installation and configuration costs

Training costs

Project management costs

Total Project Cost – all above lines, totaled (removal of existing, new hardware, installation, commissioning etc)

Additional Costs

5-Year Total Cost of Ownership (subscription + support + connectivity)

Any optional components, totaled (clearly identified and itemized in proposal)

Annual recurring costs (clearly separated)

Percent Discount off Manufacturer list price for spare/replacement parts

Hourly rate for service calls for all pumps.

Hourly Service Rates for Emergency calls (2 hour max response time)

CONTINUED ON NEXT PAGE

RFP Template updated 7/5/22 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

SEPARATE PRICING FOR ADDITIONAL FUEL DISPENSERS TO BE ORDERED WITHIN ONE YEAR

Total Future Project Cost

Hardware costs

Initial Software licensing/subscription fee

Installation and configuration costs

Training costs

Project management costs

Total Project Cost for additional pumps, New City, NY – all above lines, totaled (removal of existing, new hardware, installation, commissioning etc)

Additional Future Costs

5-Year Total Cost of Ownership (subscription + support + connectivity)

Any optional components, totaled (clearly identified and itemized in proposal)

Annual recurring costs (clearly separated)

Percent Discount off Manufacturer list price for spare/replacement parts

Hourly rate for service calls.

Hourly Service Rates for Emergency calls (2 hour max response time)

Company Name:

Company Address:

Title:

Authorized Signature:

RFP Template updated 7/5/22 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

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

RFP Template updated 7/5/22 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

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.

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.

RFP Template updated 7/5/22 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

D. 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 July 1, 2026, 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 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 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 and Business Dealings in Northern Ireland

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

e. Disclosure of Supplier Responsibility Statement

RFP Template updated 7/5/22 50 Sanatorium Road, Bldg A, Pomona, NY 10970 – Tele: (845) 364-3820 – Fax: (845) 364-3809

f. Supplier Information Page

g. 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.

RFP Template updated 7/5/22 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.

RFP Template updated 7/5/22 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.

RFP Template updated 7/5/22 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.

RFP Template updated 7/5/22 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.

RFP Template updated 7/5/22 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.

RFP Template updated 7/5/22 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

INDEPENDENT CONTRACTOR: The CORPORATION / CONTRACTOR/ AGENCY / CONSULTANT, is an independent contractor and covenants and agrees that it, its agents, servants and/or employees, will neither hold itself/themselves out as, nor claim to be an…