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COUNTY OF ROCKLAND - DGS-PURCHASING

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

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

TITLE: Locksmith Services and Supplies BID NUMBER: RFB-RC-2026-045

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

INVITATION TO BID

BIDDER’S NAME: __________________________________________________________________________________________

PHYSICAL ADDRESS: _______________________________________________________________________________________ Bidders must list a physical address

MAILING ADDRESS : _______________________________________________________________________________________

(P.O. BOX NUMBER, IF APPLICABLE)

Bids for the above referenced bid number and title will be received until 3:00 PM on Tuesday, August 4, 2026, at the Rockland County Purchasing Department, at the above address, at which time and place bids will be publicly opened and read. Specifications and bid forms may be downloaded at: www.bidnetdirect.com. Please make note that the United States Postal Service does not deliver directly to this facility, however, other overnight couriers DO deliver directly to our facility. It is recommended that proposals be submitted in advance, at least one day prior to the specified date and time to allow for a timely receipt. LATE BIDS will NOT be considered.

TERMS: September 8, 2026 – September 7, 2027, with (4) 1-Year Options to Renew

DELIVERY: As specified

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

IMPORTANT NOTICE – Bid Distribution:

The County of Rockland officially distributes bidding documents through the Empire State Purchasing Group's Regional Bid Notification System. Copies of bidding documents obtained from any other source are not considered official copies. Only those vendors who obtain bidding documents from the Regional Bid Notification System are guaranteed to receive addendum information, if such information is issued. Appendix A (Revised 10/2018)– General Terms and Conditions for all Purchasing Division Contracts is a separate attachment. Bidders must download, read, and acknowledge acceptance of Appendix A on the proposal page.

If you have obtained this document from a source other than the Empire State Regional Bid Notification System, it is recommended that you obtain an official copy.

NOTE:

The proposal of each bidder must contain the certification to non-collusive bidding as set forth in section 103-d of the General Municipal Law included in the specifications. This requirement must be strictly complied with. Filing of Affidavit of Disclosure is mandatory when submitting your bid for this project.

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

DATED: 7/7/26 COUNTY OF ROCKLAND

POMONA, NY

BY: PAUL J. BRENNAN, FNIGP, CPPO

DIRECTOR OF PURCHASING

PLEASE MAKE COPY OF BID FOR YOUR RECORDS

http://www.bidnetdirect.com/

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

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

“New Requirement” Public Work Contractor and Subcontractor Registry

Starting December 30, 2024, all contractors and subcontractors submitting bids or performing construction work on public work projects or private projects covered by Article 8 of the Labor Law are required to register with the New York State Department of Labor (NYSDOL) under Labor Law Section 220-i.

https://dol.ny.gov/contractor-and-subcontractor-landing The law defines a “contractor” as any entity entering into a contract to perform construction, demolition, reconstruction, excavation, rehabilitation, repair, installation, renovation, alteration, or custom fabrication. The law defines “subcontractor” as any entity subcontracting with a contractor to perform construction, demolition, reconstruction, excavation, rehabilitation, repair, installation, renovation, alteration, or custom fabrication, which is subject to Article 8 of the Labor Law. Contractors are responsible for verifying that any subcontractors they work with are registered.

Contractors need to register before submitting any new bids or commencing new work on a covered project on or after December 30, 2024. Subcontractors need to register before commencing new work on a covered project on or after December 30, 2024. NYSDOL encourages all contractors and subcontractors to register as soon as possible to obtain a Certificate of Registration to avoid negatively impacting a bidding period or project schedule.

The Bureau of Public Work & Prevailing Wage Enforcement at the New York State Department of Labor is responsible for enforcing prevailing wage laws in New York State.

The Bureau of Public Work & Prevailing Wage Enforcement publishes the annual prevailing wage schedule every year on July 1. To find information about the prevailing wage rate for your area, or to find contact information for your local Public Works and Prevailing Wage Enforcement District Office, please visit Bureau of Public Work and Prevailing Wage Enforcement website or send an email to labor.sm.pwask@labor.ny.gov.

Electronic Certified Payroll Submissions in 2025 There is a new subsection 220-j in Article 8, which will require the Department of Labor to develop a publicly accessible online database of electronic certified payroll records, which will be available no later than December 31, 2025.

All submissions of certified payroll records will be collected electronically through this forthcoming database, starting when the system is completed in 2025.

Please watch the NYS Department of Labor website for additional information.

https://www.nysenate.gov/legislation/laws/LAB/A8 https://www.nysenate.gov/legislation/laws/LAB/220-I https://dol.ny.gov/contractor-and-subcontractor-landing mailto:labor.sm.pwask@labor.ny.gov

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

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

BIDDER’S CHECK LIST

Your response to our above referenced bid may be considered unresponsive and may be rejected if the following forms are not included at the time of the bid opening.

FORMS

STATEMENT OF REQUIRED DISCLOSURES, REPRESENTATIONS AND

CERTIFICATIONS

NYS Department of Labor: Certificate of Contractor Registration

Experience / References form

Equipment form

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

Signed Proposal Page

BID DEPOSIT

BID SECURITY

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

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

$500.00 5% of Total Bid Waived Other: _____________ The Contractor must furnish a performance bond in a sum equal to { }% of the annual contract, renewable annually for the term of the contract.

Performance Bond is required Performance Bond is NOT required

INSURANCE INFORMATION

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

Rockland listed as additional insured, to be on file in the Purchasing Department.

You will be given five (5) business days from notice of award to supply this form or the award will be rescinded.

OTHER INFORMATION/REQUIREMENTS

Prevailing Wages Article 8 Article 9

Pre-Bid Meeting – See detailed Instructions under the Specification Section.

Manufacture Cut Sheets

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

RECEIPT CONFIRMATION FORM

PLEASE COMPLETE AND RETURN THIS CONFIRMATION FORM WITHIN 5

WORKING DAYS OF RECEIVING BID PACKAGE TO:

PAUL J. BRENNAN, FNIGP, CPPO

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

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

Company Name: ________________________________________________________________________

Address: ______________________________________________________________________________

City: ______________________________________________ State: _________ Zip Code: ________

Contact Person: _________________________________________________________________________

Phone Number: ______________________________EXT:_____ Fax Number: ______________________

Email: _____________________________________

I have received a copy of the above noted BID.

______ We will be submitting a Bid

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

Is your firm:

NYS Certified MWBE or

Service-Disabled Veteran Own Business

Signature:______________________________________________________________________________

Title:__________________________________________________________________________________

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

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

PURCHASES BY UNITED STATES AGENCIES, OTHER STATES AND POLITICAL

SUBDIVSIONS THEREIN, LOCAL GOVERNMENTS, SCHOOL DISTRICTS,

AND NON-PROFIT AGENCIES

As per the New York State General Municipal Law, § 103(3) all political subdivisions of New York State are allowed to make purchases through the resulting contract(s). As per Rockland County Procurement Policy § 140-13, the United States of America or any agency thereof, any state, or any other political subdivision or district therein and certain Non-Profit Agencies approved to participate in New York State’s Contract Extension Program are authorized to make purchases through the resulting contract(s).

1. The County of Rockland shall make all contract award information available to other political subdivisions and non-profit agencies through the Empire Procure Connect Marketplace.

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

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

4. No officer, board or agency of a county, town, village, or school district shall make any purchase through the County when bids have been received for such purchase by such officer, board or agency, unless such purchase may be made upon the same terms, conditions and specifications at a lower price through the County.

5. All Bidders shall be on notice that as a condition of the award of a County contract, the successful bidder shall accept the award of a similar contract with any other political subdivision in New York State and Rockland County non-profit agencies authorized to use New York State’s contracts, if called upon to do so. A listing of approved Rockland County non-profit agencies is available on the Purchasing Division’s website at www.rcpurchasing.com. The County, however, will not be responsible for any debts incurred by the participants pursuant to this or any other agreement.

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

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

SPECIFICATIONS

1. SCOPE OF WORK

1.1. The purpose of this solicitation is to establish a contract with a qualified Contractor to furnish all labor, supervision, equipment, tools, transportation, materials, replacement parts, supplies, and incidentals necessary to provide locksmith services; locks; lock hardware; lock parts; safes; safe parts; keying systems; restricted key systems; and related repair, installation, maintenance, replacement, rekeying, and emergency services on an as-needed basis for the County of Rockland.

1.2. Services shall be provided for all County-owned and leased facilities, departments, agencies, and locations, unless otherwise specifically authorized by the County.

1.3. The Contractor shall furnish only new, current production, genuine manufacturer parts and equipment unless otherwise approved in writing by the County. Used, rebuilt, refurbished, remanufactured, or aftermarket parts shall not be supplied without prior written authorization from the County.

1.4. The Contractor shall perform all work in a professional, safe, and workmanlike manner in accordance with all applicable federal, New York State, and local laws, regulations, building codes, fire codes, life safety requirements, and recognized industry standards.

1.5. The County does not guarantee any minimum quantity of work or purchases under this contract.

Services and materials shall be ordered solely on an as-required basis throughout the contract term.

2. PRICING AND PRICE ADJUSTMENTS

2.1. All prices, discounts, labor rates, and markups shall be F.O.B. Destination and shall include all labor, supervision, travel, transportation, mileage, fuel, equipment, tools, overhead, insurance, permits, administrative costs, and all other incidental expenses necessary to complete the work.

2.2. No additional travel charges, fuel surcharges, service call fees, shop fees, environmental fees, administrative charges, or miscellaneous fees shall be permitted unless specifically identified on the Proposal Page and approved by the County.

2.3. Labor rates shall include all direct and indirect costs and shall be billed only for the actual time technicians are performing work on-site.

2.4. This contract is subject to New York State Labor Law Article 8 (Prevailing Wage) whenever applicable.

The Contractor shall comply with all prevailing wage requirements and shall submit certified payroll records with each invoice when required. Submission of certified payroll documentation shall be a condition of payment.

2.5. Miscellaneous materials not specifically listed on the Proposal Page shall be invoiced using the

Contractor's awarded markup percentage. The markup shall not exceed 20 percent (20%). No markup shall be permitted on freight, shipping, handling, or delivery charges.

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

2.6. Copies of supplier invoices shall be provided for any individual material purchase exceeding $100.00, or whenever requested by the County.

2.7. Prices shall remain firm throughout the initial contract term unless otherwise provided within these specifications.

3. ESTIMATED REQUIREMENTS

3.1. The quantities shown throughout this solicitation are estimates only and are provided solely for bid evaluation purposes.

3.2. Actual quantities purchased may be greater than, less than, or substantially different from the estimated quantities and shall depend entirely upon County requirements.

3.3. The County makes no guarantee of minimum purchases, expenditures, or work assignments under this contract.

3.4. The Contractor shall maintain authorization to furnish and service products compatible with the County's existing locking systems, including but not limited to Schlage, Best, DOM, and any additional restricted or proprietary key systems currently utilized by the County.

3.5. The Contractor shall be authorized to originate, duplicate, and manage restricted key systems where required.

4. CONTRACTOR QUALIFICATIONS

4.1. The Contractor shall possess the experience, personnel, equipment, facilities, inventory, and organizational capability necessary to satisfactorily perform all work required under this contract.

4.2. The Contractor shall have maintained a continuously operating locksmith business for a minimum of five (5) consecutive years immediately preceding the bid opening.

4.3. The Bidder shall submit the following with its proposal:

• Years in business.

• Principal business address.

• Emergency contact information.

• Names, titles, qualifications, and years of service of personnel assigned to this contract.

• Description of available service vehicles, equipment, and facilities.

• Manufacturer certifications and authorized dealer documentation where applicable.

4.4. The County reserves the right to verify qualifications and reject any bidder determined not to possess sufficient experience, staffing, equipment, inventory, or resources necessary to perform the required services.

5. RESPONSE TIMES

5.1. Routine service calls shall receive an on-site response within one (1) business day after notification.

5.2. Emergency service calls shall receive an on-site response within two (2) hours after notification.

5.3. The Contractor shall return all emergency telephone calls within one (1) hour of notification.

5.4. The Contractor shall maintain a continuously monitored 24-hour emergency telephone service staffed by live personnel.

5.5. Failure to consistently meet required response times may constitute cause for contract termination or other remedies available to the County.

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

6. INVOICING

6.1. The Contractor shall submit one monthly invoice for each ordering department unless otherwise directed by the County.

6.2. Each invoice shall include, at a minimum:

• Purchase Order Number

• Blanket Purchase Order Number, if applicable

• County Department

• Service Date

• Work Location

• Technician Name

• Hours Worked

• Labor Classification

• Materials Furnished

• Manufacturer List Price

• Applicable Discount

• Net Price

• Signed Work Ticket

• Supplier Invoices, when required

6.3. Labor shall be billed in fifteen (15) minute increments based upon actual time worked.

6.4. Billing shall begin only upon arrival at the work location and shall end upon completion of the work.

6.5. Travel time to and from County facilities shall not be billable unless specifically authorized by the

County.

7. RESERVATION OF RIGHTS

7.1. The County reserves the right to separately procure unusually large purchases, specialized equipment, proprietary systems, or projects that exceed normal contract usage whenever it is determined to be in the County's best interest.

7.2. Individual purchases exceeding anticipated routine requirements may be publicly bid separately.

8. ORDER CANCELLATION

8.1. Time is of the essence under this contract.

8.2. The County reserves the right to cancel any order if the Contractor fails to furnish materials or perform services within the required timeframes.

8.3. The County may obtain replacement services or materials from another source, and any additional costs resulting from the Contractor's failure may be charged to the Contractor where permitted by law.

9. EMERGENCY PURCHASES

9.1. Nothing contained within these specifications shall prevent the County from obtaining emergency locksmith services or materials from another source whenever the awarded Contractor is unable to respond within the required timeframe or cannot furnish the required materials.

10. INSPECTION AND ACCEPTANCE

10.1. All work, materials, equipment, and installations shall be subject to inspection and approval by an authorized County representative.

10.2. Acceptance of work shall not relieve the Contractor of responsibility for latent defects, improper workmanship, or non-conforming materials.

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

10.3. Any defective work or materials shall be corrected or replaced promptly at no additional cost to the County.

11. IDENTIFICATION

11.1. Contractor personnel shall wear company identification and present photo identification upon request.

11.2. Contractor personnel shall report to the designated County representative upon arrival and departure from each County facility.

12. USE OF COUNTY PROPERTY

12.1. The Contractor shall conduct all operations in a manner that minimizes disruption to County operations.

12.2. The Contractor shall maintain safe work areas and protect County employees, visitors, property, and the general public at all times.

12.3. The Contractor shall immediately report any damage to County property and shall repair or replace such damage at no cost to the County.

12.4. The Contractor shall report any pre-existing damage observed before beginning work.

13. CLEANUP

13.1. The Contractor shall maintain clean and orderly work areas throughout the duration of the work.

13.2. Upon completion of each service call, the Contractor shall remove all debris, packaging, discarded materials, tools, and equipment, leaving the work area clean, safe, and ready for normal use.

14. PROTECTION OF PROPERTY

14.1. The Contractor shall protect all County buildings, equipment, landscaping, furnishings, utilities, and adjacent property during the performance of work.

14.2. The Contractor shall repair or replace any damage caused by its employees, subcontractors, equipment, or operations.

14.3. The Contractor shall provide all barricades, warning signs, temporary security measures, lighting, and other safety precautions required to protect County personnel and the public.

15. CONTRACT TERM

15.1. The initial contract term shall be for one (1) year from the date of award.

15.2. The County reserves the option to renew the contract for four (4) additional one-year periods upon mutual agreement.

15.3. Renewal shall be contingent upon satisfactory Contractor performance, continued need, availability of funding, and approval by the County.

16. PRICE ADJUSTMENTS UPON RENEWAL

16.1. Prices shall remain firm throughout the initial contract period.

16.2. During any renewal period, the Contractor may request a price adjustment no less than thirty (30) days prior to the contract anniversary date.

16.3. Approved increases shall not exceed the percentage increase in the Consumer Price Index (CPI-U) for the preceding twelve-month period or 5%.

16.4. No increase shall be permitted to the awarded markup percentage or discount percentages.

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

17. BASIS OF AWARD

17.1. Award shall be made to the lowest responsive and responsible bidder whose proposal is determined to be in the best interest of the County.

17.2. Evaluation shall include all proposal sections, including labor rates, rekeying services, key duplication, lock hardware, safes, lock parts, and miscellaneous materials.

17.3. The County reserves the right to reject any or all bids, waive informalities, request additional information or clarification, and make such award as is deemed to be in the best interest of the County.

17.4. The awarded Contractor shall maintain sufficient staffing, inventory, equipment, manufacturer support, and resources throughout the contract term to ensure uninterrupted service to the County.

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

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

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

ROCKLAND COUNTY’S INSURANCE REQUIREMENTS:

GENERAL LIABILITY: Prior to commencing work, the CONTRACTOR or CONSULTANT must, at its/his/her own cost and expense, procure and maintain insurance to cover his/her/its work, services, employees, agents and servants under the terms of the contract or purchase order which must include, but not be limited to the coverage that is selected on the attached matrix.

Insurance must be obtained from insurance companies licensed in the State of New York, carrying a Best’s financial rating of A or better. Upon failure to furnish, deliver and maintain such insurance, the agreement, contract award or purchase order may be declared suspended, discontinued or terminated or canceled. If at any time any of the policies required herein must be or become unsatisfactory to the County, as to form or substance, or if a company issuing any such policy must be or become unsatisfactory to the County, the CONTRACTOR OR CONSULTANT must upon notice to that effect from the County, promptly obtain a new policy and submit same with a certificate for approval by the County.

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

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

COVERAGES – (SEE ATTACHED MATRIX)

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

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

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

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

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

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

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

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

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

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

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

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

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

• Self-Insured Form SI-12 – Certificate of Worker’s Compensation Self-Insurance or Form GSI-105.2 Certificate of

Participation in Worker’s Compensation Group Self-Insurance). Upon obtaining a permit, license or contract from a government agency. Board-approved self-insurers must obtain this form from Board's Self-Insurance Office.

• Exempt Form CE-200 – Certificate of Attestation of Exemption from NYS Worker’s Compensation Insurance) (Effective

12/1/08) Applicants for permits, licenses or contracts from State, county or municipal agencies in New York State that are not required to carry NYS workers' compensation and/or disability benefits insurance coverage. These exemption forms can ONLY be used to attest to a government entity that an applicant requesting a permit, license or contract from that government entity is not required to carry NYS workers' compensation and/or disability benefits insurance.

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

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

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

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

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

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

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

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

• Self-Insured Form DB-155 – Certificate of Disability Benefits Self-Insurance (the business calls the Board’s Self-

Insurance Office at 518-402-0247).

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

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

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

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

http://www.wcb.ny.gov

EMPLOYERS LIABILITY with minimum statutory requirements

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

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

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

All contractual insurance requirements in any contract between the Contractor or Consultant and the County must contain the following clauses:

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

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

SEE FOLLOWING PAGE FOR INSURANCE COVERAGE MATRIX

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

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

VENDOR CLASSIFICATION

CHECK APPROPRIATE BOX

(cont’d on next page)

Commodities Delivered by

Vendor

Commodities Delivered by

Common Carrier

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

Lease / Use of

Facilities or Ground / Prop to

Others W/out Liquor

Lease / Use of Facilities or Ground for Filming

Maintenance & Repair of Buildings & Property

Type of Insurance

A Commercial General Liability (CGL) Each Occurrence

(1)

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

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

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

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

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

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

B Auto Liability – Incl Bl and PD

(AL)

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

Combined Single Limit per accident

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

Or

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

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

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

C Excess / Umbrella Liability

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

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

D Workers Compensation and Employers Liability

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

Each Employee Statutory Statutory Statutory Statutory Statutory Statutory

Each Accident Statutory Statutory Statutory Statutory Statutory Statutory

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

Each Employee Statutory Statutory Statutory Statutory Statutory Statutory

F Other-Professional Liability or errors and Omissions or Malpractice

Per Claim

Opt Owners and Contractors Protection

Each Occurrence

Aggregate

3rd Party Property Damage $1,000,000

* All Other Insurance as Required by Law

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

GL-AL GL-AL GL-AL-

EXCESS

GL-AL-

EXCESS

GL-AL-

EXCESS

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

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

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

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

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

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

(4) A consultant is someone who gives expert or professional advice. Consultants are ordinarily hired on an independent contractor basis. Therefore, the County is not liable to others for the acts or omissions of the consultant. A consultant is an individual who possesses special knowledge or skills and provides that expertise the County for a fee. Consultants help find and implement solutions to a wide variety of problems, including those related to business, marketing, manufacturing, strategy, organization structure, environmental compliance, health and safety, technology, and communications. Some consultants are self-employed, independent contractors who offer specialized skills in a certain field; other consultants work for large consulting firms, that offer expertise in a wide range of business areas; and still other consultants hail from academia. Specialists in various professional fields that work with the general public and have greater than average expertise in particular areas, for example lawyers, doctors, pharmacists and insurance agents, require additional coverage for someone who is injured as a result of their negligent acts or omissions. Therefore, Professional Liability Insurance is required if commercially available for your profession.

SAMPLE ACORD CERTIFICATES: Sample ACORD Certificates detailing the required insurance coverage are included in each Invitation to Bid or Request for Proposal. These are provided as for informational purposes only to County Vendors and their Insurance Brokers to assist you in obtaining the correct insurance required for County contracts. Please note that the attached certificates reflect the standard types and limits of insurance the County requires most often. The requirements of each proposal may differ in which case the proposal’s specific requirements must prevail. Please review the insurance requirements of your proposal carefully with your broker.

Exceptions: The limits shown in the matrix and samples will generally be required for service providers involved in low-risk activities. Higher limits may be required for service providers performing potentially high-risk activities.

PAGE: 16

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

INFORMATION TO BIDDERS

OBLIGATION OF BIDDERS

Before submitting a bid, bidder must become fully familiar with the work to be done. Prior to submitting bid, each bidder is encouraged to visit the site:

A Contractor must not plead misunderstanding or deception because of estimates of quantities, character, location, or other conditions surrounding the same. Permission will not be given to withdraw, or modify, or explain any proposal or bid after it has been opened.

The proposal must specify the costs, in the manner hereafter described for which the items will be supplied according to the specifications, together with a unit price for each of the separate items as called for. Any proposal must be deemed informal which does not contain prices set opposite to each of the several items for which there is a quantity exhibited in the itemized proposal.

AWARD OF CONTRACT

Award of contract will be made to the lowest responsible qualified bidder whose proposal must comply with all of the provisions required to render it formal. The County or the Director of Purchasing reserves the right to waive any informality or to reject any or all proposals and may advertise for new proposals, if the best interest of the county will be served. The County or the Director of Purchasing may require any or all bidders to present evidence of experience, ability and financial standing as well as a statement as to the equipment which the bidder will have available for the executing of this contract. The county reserves the right to award this contract either on an item-by -item basis or as a total award of all items in combination.

The Director of Purchasing reserves the right to reject a materially or mathematically unbalanced bid or to make "NO AWARD" on individual listings or sub-items if individual bid prices are deemed to be unbalanced or excessive or if an error in the solicitation becomes evident. In such case, ranking and evaluation of bids may be made on remaining items. Award may be made on the remaining items. The acceptance or rejection of an unbalanced bid must be at the sole discretion of the County.

INSURANCE & BONDS

The bidder whose proposal is accepted will be required to furnish bonds and evidence of insurance within five days from date of Notice of Award. In case of failure or refusal on the part of the bidder to furnish bonds, if required, within the set period, the amount of deposit may be forfeited to the county and the contract may be awarded to the next lowest responsible bidder. Upon the notification of award and approval of the bond, the deposit will be returned to the proposer. The deposit of persons other than the one to whom and award is made will be returned to the person or persons making the proposal immediately after the contract and bonds have been executed.

NONRESTRICTIVE USE OF BRAND NAME OR EQUAL SPECIFICATIONS

The use of a brand name is for the purpose of describing the standard of quality, performance, and characteristics desired and are not intended to limit or restrict competition.

FORM OF PROPOSAL

All proposals must be made upon forms furnished by the Director of Purchasing of the County of Rockland and must be contained in sealed envelopes addressed to PAUL J. BRENNAN, CPPO, Director of Purchasing, County of Rockland, DGS - Purchasing, Bldg. A, 6th Floor, 50 Sanatorium Road, Pomona, NY 10970. Form of proposal as issued by the county must be completely filled in, in ink or typing. No bid will be accepted which contains any changes, additions, omissions or erasures.

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

EXPERIENCE & EQUIPMENT

Bidder must submit with the proposal a Certificate of Experience for the past three (3) years. Bidder to list equipment owned or leased necessary for the execution of this contract. Certificate of Experience and Certificate of Equipment are included in these documents, if applicable.

AMERICANS WITH DISABILITIES

“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 Ann Marie Curley at (845) 364-3820. Please request these accommodations four (4) business days in advance so that we can seek to meet your needs.”

LICENSE:

In accordance with Local Law #11 of 1967, Licensing of Electricians and Local Law #17 of 1974, Licensing of Plumbers, HVAC and Refrigeration, and subsequent amendments, the contractor must possess a valid license at the time of execution of the contract.

CHANGES

If changes in the work are required, they will be directed in writing by field order. In the event a change requires adjustment in costs, the following methods may be used:

a. Agreed upon lump sum.

b. Verified cost for time and materials, plus a mark-up of 10% overhead and 10% profit.

c. Processed with work and review at later date.

d. In no event may the contractor stop the work due to an inability to arrive at an agreed upon method of billing but must proceed “under protest.”

EXCULPATORY CLAUSE

The Contractor agrees to make no claim for damages for delay in the performance of this contract occasioned by any act of omission to act of the County or any of its representatives, and agrees that any such claim must be fully compensated for by an extension of time to complete performance of the work as provided herein.

NOTICE TO BIDDER

APPENDIX A

Appendix A, General Terms and Conditions for Department of General Services Purchasing Division Contracts, a separate attachment to this solicitation, is hereby expressly made a part of this Bid Document as fully as if set forth at length herein.

Please retain this document for future reference.

Bidders must download, read, and acknowledge acceptance of Appendix A on the proposal page.

PAGE: 18

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

VENDORS NAME: ____________________________________________________________________

NON-BIDDER’S RESPONSE

For the purpose of facilitating your firm’s response to our invitation to bid, the County of Rockland is interested in ascertaining reasons for prospective bidder’s failure to respond to “Invitations to Bid”. If your firm is not responding to this bid, please indicate the reason(s) by checking any appropriate item(s) below and return this form to the above address.

We are not responding to this “Invitation to Bid” for the following reason(s):

_____ Items or materials requested not manufactured by us or not available to our company.

_____ Our items and/or materials do not meet specifications.

_____ Specifications not clearly understood or applicable (too vague, too rigid, etc.).

_____ Quantities too Small.

_____ Insufficient time allowed for preparation of bid.

_____ Incorrect address used. Our correct mailing address is: _____________________________

_____ Our branch / division handles this type of bid. We have forwarded this bid on to them but for the future the correct name and mailing address is: _______________________________________

_____ OTHER: _____________________________________________________________________

Thank you for your participation in this bid.

PAGE: 19

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

ALL QUESTIONS PERTAINING TO THIS SOLICITATION MUST BE SUBMITTED IN

WRITING.

Questions shall be emailed to purchasing@co.rockland.ny.us and addressed to Paul J.

Brennan, FNIGP, NIGP-CPP, CPPO, Director of Purchasing. The Solicitation Number must appear in the subject line of the email communication. All questions must be submitted within five (5) business days prior to the scheduled close date and time of the solicitation.

mailto:purchasing@co.rockland.ny.us

PAGE: 20

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

STATEMENT OF REQUIRED

DISCLOSURES, REPRESENTATIONS AND CERTIFICATIONS

Note: ALL Sections on the following pages must be completed and this Statement must be signed before a Notary

Name of the Reporting Entity:

Address: ________________________________________________________________

Remit to Address if different from above:

FID No.: _________________________________

Name of Individual Completing this form: ____________________________________

Title/Position: ____________________________________________________________

Telephone Number: (_________)______________________

Telefax Number:__ _________________________________

EMAIL address: _____________________________________________________________________

EMAIL address for Purchase Orders to be sent (this is mandatory)

Is your firm:

NYS Certified MWBE or

Service-Disabled Veteran Own Business

SIGNATORY FIRST & LAST NAME _____________________________________________________

SIGNATORY TITLE ___________________________________________________________________

PAGE: 21

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

Section A. AFFIDAVIT OF NON-COLLUSION (This form must be initialed and included with bid package)

I hereby attest that I am the person responsible within my firm for the final decision as to the prices(s) and amount of this bid or, if not, that I have written authorization, enclosed herewith, from that person to make the statements set out below on his or her behalf and on behalf of my firm.

I further attest that:

1. The price(s) and amount of this bid have been arrived at independently, without consultation, communication or agreement for the purpose of restricting competition with any other contractor, bidder or potential bidder.

2. Neither the price(s), nor the amount of this bid, have been disclosed to any other firm or person who is a bidder or potential bidder on this project, and will not be so disclosed prior to bid opening.

3. No attempt has been made or will be made to solicit, cause or induce…