Bid Notice.pdf

PAGE: 1

COUNTY OF ROCKLAND - DGS-PURCHASING

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

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

TITLE: RFB-RC-2026-023-A Residential Renovation Services

(Step 2)

BID NUMBER: RFB-RC-2026-023-A

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 September 15, 2026, at 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: 3 Years with (2) 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:

Various Rockland County Locations

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: 4/21/2026 COUNTY OF ROCKLAND

POMONA, NY

BY: PAUL J. BRENNAN, FNIGP, CPPO

DIRECTOR OF PURCHASING

http://www.bidnetdirect.com/

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

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

TITLE: RFB-RC-2026-023-A Residential Renovation Services

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.

PLEASE MAKE COPY OF BID FOR YOUR RECORDS

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.

Rockland County Consumer Protection License & Federal Contract Clauses

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

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

TITLE: RFB-RC-2026-023-A Residential Renovation Services

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

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

TITLE: RFB-RC-2026-023-A Residential Renovation Services

COUNTY OF ROCKLAND

DEPARTMENT OF GENERAL SERVICES – PURCHASING DIVISION

STEP TWO – PRICING BID / MASTER RATE CONTRACT

RFB-RC-2026-023-A

Residential Renovation Services (Step 2)

Issuing Agency County of Rockland – Department of General Services, Purchasing Division

Program Rockland County Office of Community Development (RCOCD) / RESTORE / Healthy Homes and other eligible housing rehabilitation programs

Contract Structure Step Two – Trade Specific Pricing and Master Rate Schedule

Base Term Three (3) years, with two (2) one-year renewal options, subject to County approval

Service Area Eligible residential properties located within Rockland County

Bid Due Date September 15, 2026, at 3:00 PM

THIS DOCUMENT IS INTENDED TO SERVE AS THE STEP TWO PRICING SOLICITATION

FOLLOWING THE COUNTY’S STEP ONE PREQUALIFICATION PROCESS. ONLY CONTRACTORS

PREQUALIFIED BY THE COUNTY IN THE APPLICABLE TRADE OR SERVICE CATEGORY ARE

ELIGIBLE TO SUBMIT A STEP TWO BID.

THIS STEP TWO DOCUMENT IS BASED ON THE SCOPE, CATEGORIES, TWO-STEP

PROCUREMENT STRUCTURE, PROJECT-SPECIFIC BIDDING REQUIREMENTS, CONTRACTOR

RESPONSIBILITIES, TECHNICAL STANDARDS, ENVIRONMENTAL REQUIREMENTS,

INSPECTION/PAYMENT REQUIREMENTS, AND INSURANCE PROVISIONS CONTAINED IN STEP 1

RFB-RC-2026-023.

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

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

TITLE: RFB-RC-2026-023-A Residential Renovation Services

1. SCOPE

1.1.The County of Rockland, Purchasing Division, hereby invites sealed bids from contractors who have been prequalified under Step One of RFB-RC-2026-023, Contractor Pre-qualification for

Residential Construction Services, for Step Two pricing.

1.2.The purpose of this Step Two solicitation is to establish competitively bid labor, equipment, material markup, and related pricing that may be used by the County for project-specific residential renovation assignments. Individual projects may be awarded through written project-specific requests for pricing, purchase orders, work orders, or other County-approved authorization.

1.3.The original solicitation establishes that placement on the Pre-Qualified Contractor Bid List does not constitute an award of a specific project and that project-specific awards are to be based upon separate pricing solicitations. This document implements that Step Two pricing process.

2. PROCUREMENT STRUCTURE AND INTENT

2.1.Two-Step Process. Step One established a roster of responsible and qualified contractors by trade/service category. Step Two obtains the actual pricing to be used when eligible residential projects are assigned.

2.2.A Step Two contract or rate agreement does not guarantee a minimum quantity, dollar value, number of projects, or frequency of assignments.

2.3.The County may request pricing from one or more prequalified contractors for a particular project if the project requires multiple trades to complete. Each request will identify the project location, scope, completion timeframe, permits/inspections, lead-safe requirements, special conditions, homeowner coordination requirements, and pricing requirements.

3. CONTRACT TERM AND ORDERING

3.1.The anticipated base term is three (3) years with two (2) one-year renewal options, consistent with the original solicitation’s information under RFB-RC-2026-023.

3.2.No contractor shall commence work without a County-issued Purchase Order or other written authorization to proceed for the specific project. The original solicitation expressly requires County authorization before work begins.

3.3.The County may issue multiple project assignments to the same contractor and may use multiple contractors if such job calls for multiple trades.

4. SCOPE OF SERVICES

4.1.The Contractor shall furnish all labor, supervision, materials, equipment, tools, supplies, transportation, permits, disposal, incidentals, and other resources necessary to complete the work assigned by the County. The original solicitation describes projects as residential emergency repair, health and safety repair, rehabilitation, accessibility, code correction, habitability and related work.

PAGE: 6

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

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

TITLE: RFB-RC-2026-023-A Residential Renovation Services

4.2.Work may include:

• Emergency repairs and urgent corrective work.

• General residential repair, remodeling and rehabilitation.

• Carpentry, framing, drywall, flooring, doors, windows, trim, cabinets, stairs, porches, ramps and railings.

• Masonry and concrete repairs, including foundations, chimneys, steps, walkways and retaining walls.

• Roofing, flashing, underlayment, sheathing, gutters, downspouts, roof ventilation and incidental demolition.

• Plumbing, heating, HVAC, ventilation, water heaters, piping, fixtures, leaks and drainage-related work.

• Painting, surface preparation, priming, sealing, caulking, repainting and incidental surface repair.

• Mold, asbestos, vermin, debris removal and other environmental/hazard mitigation work where properly licensed/certified.

• Accessibility and safety improvements, including smoke and carbon monoxide detector installation.

• Other residential construction work reasonably related to an approved project scope

5. SERVICE CATEGORIES

Category Included Work

A – General Residential

Repair / Carpentry

Carpentry, framing, drywall, flooring, doors, windows, trim, cabinets, stairs, porches, ramps, railings, weatherization, miscellaneous repairs and associated work.

B – Masonry / Concrete Foundation, chimney, brick, block, mortar, concrete, steps, walkways, retaining walls, stabilization, and associated work.

C – Roofing / Demolition Roof repair/replacement, flashing, underlayment, sheathing, gutters/downspouts, ventilation, demolition/disposal and associated work.

D – Plumbing / HVAC Heating systems/components, ventilation, water heaters, piping, fixtures, leaks, drainage, mechanical repairs and associated work.

E- Tree Services Trimming, Pruning, Removal, Lawn Treatment, Mulch

F – Painting / Surface

Finishes

Preparation, priming, sealing, caulking, painting and incidental wall/trim repair;

lead-safe work where applicable, power washing, and associated work.

G – Environmental /

Hazard Mitigation

Mold, asbestos, vermin, garbage/debris and related testing, inspections and clearance where qualified, and associated work.

F-Environmental

Petroleum and

Construction Services

Oil tank installation, removal, repair, spill response, petroleum-contaminated soil remediation, environmental testing, excavation, site restoration, and regulatory compliance services.

PAGE: 7

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

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

TITLE: RFB-RC-2026-023-A Residential Renovation Services

6. PROJECT-SPECIFIC WORK ORDERS / REQUESTS FOR PRICING

6.1.Each project-specific request may include, as applicable:

• Project address/location.

• Written scope of work and quantities.

• Photographs, inspection notes, plans, sketches or specifications.

• Required start and completion dates.

• Permit and inspection requirements.

• Insurance and safety requirements.

• Lead-safe/RRP, asbestos, mold or environmental requirements.

• Homeowner access and coordination requirements.

• Funding-source requirements.

• Required warranty period.

• Required pricing format and proposal deadline.

7. PRICING STRUCTURE

The County is establishing a transparent pricing structure intended to allow project costs to be calculated and compared consistently. Bidders shall submit the following:

• Straight-time hourly labor rates by classification.

• Percent Mark-Up for Rented Equipment. Not to exceed 15%

• Percent Mark-Up for Materials. Not to exceed 15%

• Percent Mark-Up for Disposal and Hauling rates. Not to exceed 15%

7.1.Percent Mark-Ups: The Contractor shall provide documentation supporting all charges for rented equipment, materials, subcontractors, and disposal and hauling services billed to the County, including copies of applicable invoices, receipts, weight tickets, or other documentation establishing the actual cost of each item or service. The Contractor shall bill the County the actual documented cost plus only the applicable percent mark-up bid by the Contractor, not to exceed fifteen percent (15%) for each category. No additional charges or mark-ups will be permitted. All supporting documentation must be submitted with each invoice for the corresponding charges. Any charges that cannot be supported by appropriate invoices, receipts, weight tickets, or other documentation will not be reimbursed by the County. Any charges resulting from Contractor negligence, unauthorized costs, or costs not directly related to the work authorized by the County will likewise not be reimbursed.

PAGE: 8

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

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

TITLE: RFB-RC-2026-023-A Residential Renovation Services

7.2.Permits: All permits required to establish work authorization, when required, will be billed to the

County at no additional cost other than the actual permit fee. No percent mark-ups will be accepted for any permit charges from the Contractor to the County. Permit receipts must be presented with each invoice to the corresponding charges from the Contractor to the County for payment authorization.

7.3.Any filling fees charged to the Contractor by the governing body (Town, Village, etc), that result in the permit being denied by Contractor negligence, will not be reimbursed by the County.

7.4.Inspections: All inspections required to establish work authorization, or inspections required to verify compliance with applicable codes, specifications, contract requirements, or satisfactory completion of the work, when required, will be billed to the County at no additional cost other than the actual inspection fee. No percent mark-ups will be accepted for any inspection charges from the

Contractor to the County. Inspection receipts or other supporting documentation must be presented with each invoice corresponding to the inspection charges from the Contractor to the County for payment authorization

7.5.Any inspection fee charged to the Contractor by the governing body (Town, Village, Inspection companies etc.) that result in a status NOT PASSING due to the Contractor’s failure to properly perform, coordinate, correct, or complete the work in accordance with the contract requirements will not be reimbursed by the County.

7.6.Delivery Costs for large order items: Delivery costs associated with large-order items and bulk materials required to complete authorized work, including, but not limited to, roofing shingles, lumber, sheetrock/drywall, pallets of materials, large mechanical and plumbing equipment or components, bulk materials, and other items requiring delivery by a large truck, flatbed, tractor-trailer, or specialized delivery vehicle, will be billed to the County at no additional cost other than the actual delivery charge. No percent mark-ups will be accepted for any such delivery charges from the Contractor to the County. Delivery invoices, receipts, or other supporting documentation from the delivery provider must be submitted with each invoice corresponding to the delivery charges from the Contractor to the County for payment authorization. The Contractor shall not charge additional handling, administrative, fuel, mobilization, or other fees in connection with such deliveries unless specifically authorized in writing by the County.

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

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

TITLE: RFB-RC-2026-023-A Residential Renovation Services

7.7.Unless expressly authorized in a project-specific request, the Contractor shall not add separate charges for estimating, ordinary supervision, routine project management, ordinary office overhead, profit, insurance, payroll burden, small tools, ordinary transportation within Rockland County, or incidental cleanup where those costs are already incorporated into the submitted labor/equipment/material rates.

7.8.Charges for Fuel, Toll, or any associated travel costs will not be considered for payment.

7.9.Hourly rates will be paid only for productive labor actually performed at the jobsite, beginning when the Contractor is on site and actively performing authorized work and ending when the

Contractor leaves the jobsite. Travel time and other associated costs shall not be separately billable unless specifically authorized by the County under the project-specific request or applicable mobilization rate.

7.10. If the Contractor is required to return to the jobsite due to the Contractor's failure to properly clean, restore, or secure the work area, including leaving the jobsite in an unclean, disorderly, or unsafe condition, the County shall not be responsible for, and will not pay, any additional labor, or other costs associated with such return visit. The Contractor shall be responsible for correcting, at its own expense, any conditions resulting from its failure to properly clean, restore, or secure the worksite upon completion of the authorized work on a daily basis.

7.11. Bidders shall provide fully burdened hourly rates. Rates shall include wages, payroll taxes, workers’ compensation, disability benefits, insurance, supervision attributable to the labor force, general tools, overhead and profit.

8. CONTRACT HOURLY RATE PRICE ADJUSTMENTS UPON RENEWAL

8.1.The proposed hourly rates shall remain firm through the first contract period with no wage adjustments allowed. If the County exercises any of the option years of the contract, Vendor may submit a request for adjustment on the yearly anniversary date of the contract. Any request for price adjustment(s) shall be submitted thirty (30) days in advance in writing to the Director of

Purchasing. Any and all price adjustments will be limited to the percentage increase in the CPI

Index – All Urban Consumers for the preceding 12 months. The County reserves the right to reject any request for price increase deemed excessive.

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

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

TITLE: RFB-RC-2026-023-A Residential Renovation Services

9. ESTIMATING, SITE VISITS AND PROPOSAL REQUIREMENTS

9.1.For each project-specific request, the Contractor shall submit a complete proposal by the stated deadline. Unless otherwise directed, the proposal shall include:

• Itemized schedule of values.

• Labor hours by classification.

• Material quantities, unit costs and markup.

• Equipment quantities and rates, if applicable

• Permits and disposal costs, if applicable

• Proposed start date and duration of work, and estimated completion date

• Warranty information.

• Clarifications, exclusions and assumptions.

• Signed certification by an authorized representative.

10. CHANGE ORDERS AND UNFORESEEN CONDITIONS

10.1. No change in scope, quantity, material, method or price shall be performed or billed without written authorization from the County, except where immediate emergency action is necessary to protect life, health or safety. In such emergency circumstances, the Contractor shall notify the

County as soon as practicable and document the condition and work performed.

10.2. Changes shall be priced using the contract labor, equipment, material markup and subcontractor markup rates whenever those rates reasonably apply. Fixed unit prices may be used where available. If no applicable contract rate exists, the Contractor shall provide a written cost proposal supported by documentation for County approval.

11. PERMITS, INSPECTIONS AND CODE COMPLIANCE

11.1. The Contractor shall obtain all permits and inspections required for its authorized work, unless the project-specific scope expressly assigns a permit responsibility to the County or another party.

11.2. Work shall comply with applicable building, fire, electrical, plumbing, mechanical and housing codes.

11.3. Licensed trades shall be performed by properly licensed personnel where required.

11.4. Required inspections shall be scheduled and passed.

11.5. Permit and inspection closeout documentation shall be submitted with the project closeout.

PAGE: 11

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

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

TITLE: RFB-RC-2026-023-A Residential Renovation Services

11.6. Deficiencies identified by the County or authority having jurisdiction shall be corrected promptly at no additional cost when caused by the Contractor’s work.

12. LEAD-SAFE, ENVIRONMENTAL AND HAZARD MITIGATION REQUIREMENTS

12.1. For pre-1978 properties where paint disturbance occurs, the Contractor shall comply with EPA

RRP requirements. The original solicitation requires an EPA-certified renovation firm and appropriately certified renovator supervision where applicable.

12.2. Lead-safe work practices shall be implemented whenever applicable.

12.3. Asbestos work shall be performed only by properly licensed/certified entities and personnel as required by law.

12.4. Mold remediation shall follow the approved project protocol and applicable requirements.

12.5. Environmental testing, clearance and documentation shall be provided where required.

12.6. All hazardous materials shall be handled, transported and disposed of lawfully.

12.7. Where demolition/gutting of walls or structures falls within a required home improvement/demolition license classification, the applicable Rockland County licensing requirement shall be satisfied.

13. BUILD AMERICA, BUY AMERICA (BABA) / FUNDING REQUIREMENTS

13.1. Certain projects may be subject to BABA or other federal/state funding requirements depending on the funding source and project characteristics. Where applicable, the Contractor shall comply with domestic preference requirements, approved waivers and all documentation requirements.

13.2. The original solicitation states that the County will determine applicability by project and may require domestic sourcing of covered materials where BABA applies.

13.3. The Contractor shall not substitute materials that would create funding noncompliance without prior written County approval.

14. CONTRACTOR RESPONSIBILITIES

14.1. Furnish all labor, materials, equipment, tools, supervision, transportation, disposal, permits and incidentals necessary for authorized work.

14.2. Perform work strictly in accordance with the approved project scope.

14.3. Maintain all required licenses, registrations, certifications and insurance.

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

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

TITLE: RFB-RC-2026-023-A Residential Renovation Services

14.4. Coordinate access and scheduling with the homeowner and County.

14.5. Protect occupants, adjacent property and existing improvements.

14.6. Maintain a clean, safe, orderly and secure worksite.

14.7. Correct defective or non-conforming work at no additional cost.

14.8. Obtain and close out required permits and inspections.

14.9. Comply with lead-safe, asbestos, mold, environmental and hazardous material requirements.

14.10. Provide warranties and closeout documents.

14.11. Complete work within the authorized timeframe.

15. OCCUPIED HOME / HOMEOWNER COORDINATION

15.1. The Contractor shall recognize that many projects will occur in occupied homes.

15.2. Contractor personnel shall conduct themselves professionally and respectfully.

15.3. Access shall be scheduled in advance except for genuine emergencies.

15.4. Contractor shall protect furniture, appliances and personal property.

15.5. Utilities shall not be interrupted longer than reasonably necessary.

15.6. Daily cleanup shall be performed.

15.7. Smoking, alcohol and inappropriate conduct are prohibited at the property. Contractor shall immediately report homeowner concerns, property damage, unsafe conditions or scope discrepancies to the County.

15.8. Contractor shall not negotiate changes in County-funded scope directly with the homeowner.

16. WORKMANSHIP, QUALITY CONTROL AND WARRANTIES

16.1. All work shall be performed in a good, safe and workmanlike manner, conform to the approved scope, comply with applicable codes, be suitable for residential use, follow manufacturer requirements and be subject to County inspection.

16.2. Windows, doors and exterior systems shall be properly flashed, sealed and weather-tight.

16.3. Structural repairs shall be plumb, level, square and adequately supported.

16.4. Plumbing systems shall be pressure-tested as applicable and leak-free.

16.5. HVAC systems shall be properly sized and installed.

16.6. Masonry and concrete shall be structurally sound and properly cured.

16.7. Power washed and Painted surfaces shall be properly prepared and finished.

16.8. All punch-list deficiencies shall be corrected before final acceptance.

16.9. Minimum workmanship warranty: One (1) year from written final acceptance unless a longer manufacturer or project-specific warranty is required. Manufacturer warranties shall be passed through to the County/homeowner as applicable.

PAGE: 13

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

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

TITLE: RFB-RC-2026-023-A Residential Renovation Services

17. SCHEDULE AND COMPLETION

17.1. The Contractor shall commence and complete each project within the schedule established in the project-specific award. The County may establish accelerated completion requirements for emergency work.

17.2. Contractor shall provide a proposed schedule with each project proposal when requested.

17.3. Delays shall be reported immediately.

17.4. Weather delays shall be documented and are subject to County approval.

17.5. Contractor-caused delays shall not entitle the Contractor to additional compensation.

17.6. Failure to meet required schedules may result in removal, suspension or bypass from future opportunities, consistent with the original solicitation.

17.7. The original solicitation authorizes the County to remove/suspend/bypass contractors for failure to perform within required timeframes and other causes.

18. DOCUMENTATION, INVOICING AND PAYMENT

18.1. Payment shall be made only for authorized work properly performed, completed, and accepted by the County.

18.2. The original solicitation states that final payment requires completion of the approved scope, permits/inspections, punch-list work, final inspection, closeout documents and written County acceptance.

18.3. Each invoice shall include, at minimum:

• County Purchase Order number.

• Project address.

• Date(s) of work.

• Detailed description of work performed.

• Labor classification, hours and rates.

• Materials, quantities, unit costs and markup.

• Equipment and units.

• Subcontractor invoices/costs where applicable.

• Permit/disposal documentation where applicable.

• Before/after photographs when required.

• Required lien waivers/releases.

• Inspection approvals and closeout documentation..

18.4. Invoices shall not contain unsupported lump-sum charges or duplicated costs. The County may withhold disputed amounts while paying undisputed amounts.

PAGE: 14

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

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

TITLE: RFB-RC-2026-023-A Residential Renovation Services

19. INSURANCE

19.1. The Contractor shall maintain the insurance required by the County and the applicable contract.

The original solicitation requires the County of Rockland to be named as an additional insured and requires a valid insurance certificate with the stated requirements within five (5) business days of notice of award.

20. EQUIPMENT INSPECTIONS AND CERTIFICATIONS

20.1. The Contractor shall ensure that all equipment, machinery, vehicles, tools, and other items used in the performance of the Work that are subject to inspection, testing, certification, or regulatory approval are maintained in compliance with all applicable federal, state, and local requirements.

The Contractor shall maintain current and valid inspection certificates, permits, licenses, and/or certifications for all such equipment throughout the duration of the Contract.

20.2. Upon request by the County, the Contractor shall provide copies of current inspection certificates and related documentation for any equipment or machinery used under the Contract. Equipment with expired, missing, or otherwise invalid inspection or certification documentation shall not be permitted for use until the required inspection or certification has been completed and valid documentation has been provided. The Contractor shall be solely responsible for all costs associated with required inspections, testing, certifications, and renewals.

21. NON-PERFORMANCE AND CORRECTIVE WORK

21.1. The County may require correction, replacement, re-performance, removal or other remedy for defective, incomplete, unsafe or non-conforming work. Contractor correction shall be at no additional cost when the condition is attributable to Contractor performance.

21.2. Repeated non-performance, failure to respond to work requests, failure to maintain qualifications, insurance or certifications, licenses, code/safety violations, substantiated homeowner complaints, or other evidence of non-responsibility or compliance may result in suspension, removal or contract termination at the discretion of the County of Rockland.

22. PRE-AWARD

22.1. The County of Rockland shall conduct a pre-award interview with bidders who demonstrate, through appropriate documentation, they have the ability to competently satisfy all requirements in accordance with this bid for each trade that is bid on.

22.2. It is not the intent of this Pre-Award Meeting to make changes to specifications or the terms and conditions.

22.3. This meeting is being held to confirm the intent and ability of the Bidder to undertake and perform all aspects of work in accordance with the specifications and terms listed.

PAGE: 15

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

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

TITLE: RFB-RC-2026-023-A Residential Renovation Services

22.4. At this time, The County of Rockland may request the contractor to supply samples of the material, tools and equipment he/she intends to use under this contract, for The County of

Rockland to inspect for approval during said pre-award interview.

23. AWARD AND EVALUATION

23.1. The County intends to evaluate Step Two pricing for competitiveness, completeness, reasonableness and responsiveness. The County may evaluate the submitted rates using an estimated usage model, project-specific proposals, or both.

23.2. The County reserves the right to reject materially or mathematically unbalanced pricing, reject any or all bids, make no award, make multiple awards, award by category, or otherwise act in the best interests of the County, consistent with law and funding requirements.

PAGE: 16

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

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

TITLE: RFB-RC-2026-023-A Residential Renovation Services

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.

PAGE: 17

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

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

TITLE: RFB-RC-2026-023-A Residential Renovation Services

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

PAGE: 18

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

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

TITLE: RFB-RC-2026-023-A Residential Renovation Services

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

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

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

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

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

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

Insurance Office at 518-402-0247).

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

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

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

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

http://www.wcb.ny.gov

EMPLOYERS LIABILITY with minimum statutory requirements

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

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

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

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

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

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

SEE FOLLOWING PAGE FOR INSURANCE COVERAGE MATRIX

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

PAGE: 19

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

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

TITLE: RFB-RC-2026-023-A Residential Renovation Services

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

Contracted Services

Type of Insurance

A Commercial General Liability (CGL) Each Occurrence

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

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

GL-AL-

EXCESS

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

GL-AL GL-AL GL-AL-

EXCESS

GL-AL-

EXCESS

PAGE: 20

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

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

TITLE: RFB-RC-2026-023-A Residential Renovation Services

(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.