STATE OF NEW YORK

JUDICIARY

CREQUEST FOR BIDC

(This is not an order)

BID MUST BE MADE ON THIS SHEET

OR AS OTHERWISE SPECIFIED

Bid Number:

RFB OCA DFM 296 NYC

Commodity Group:

Opening Date: November 5, Time: 2:00pm Issue Date: October 8, 2026

Commodity Name:

Court Officer Class A Dress Uniform Package

NYS OFFICE OF COURT ADMINISTRATION

Division of Financial Management 4 ESP, Suite 2001 Albany, NY 12223

Direct Inquiries to: Janelle Pitaniello E-mail: DFM-Bids@nycourts.gov

Price to include delivery to:

Court Officers Academy 541 St. Johns Place Brooklyn, NY 11238

All prices to be net and inclusive of all services specified herein unless otherwise specified.

OFFICE OF GENERAL SERVICES AGENERAL SPECIFICATIONS@ (APRIL 2016) ARE FULLY INCORPORATED HEREIN.

Agency=s Specification of item(s) Required (include quantities)

UCS ATTACHMENT I, III, and IV ATTACHED &

INCORPORATED HEREIN.

Bidder=s Quotation and Specific Description of Item Offered

ALL BID RESPONSES MUST BE ENTERED ON THE

ENCLOSED BID RESPONSE FORM UNLESS SPECIFIED

OTHERWISE HEREIN.

NOTICE TO BIDDERS

Pursuant to the Rules and Regulations of the Chief Administrator for the Courts, sealed bids for furnishing the item(s) in this Request for Bid will be received at the above address. When submitting a bid, you must:

1. Complete this form in its entirety using ink or typewriter and return with all other documents.

2. Explain any deviations or qualifications if your bid deviates from the specifications. If necessary, attach a separate sheet setting forth such explanations.

3. Sign the bid. The bid must be completed in the name of the bidder (corporate or other) and must be fully and properly executed by an authorized person.

4. INDICATE THE BID NUMBER, THE BID OPENING DATE AND

TIME ON THE ENVELOPE CONTAINING THE SEALED BID.

5. Mail the bid to the above agency address in sufficient time for it to be received before the specified bid opening. LATE BIDS MAY

BE REJECTED.

BIDDER HEREBY CERTIFIES THAT THE ABOVE QUOTED (OR OTHERWISE NOTED) PRICES ARE APPLICABLE TO ALL CUSTOMERS

FOR COMPARABLE QUANTITIES, QUALITY, STYLES OR SERVICES.

BIDS MUST BE SIGNED

Bidder=s Firm Name: Employer=s Federal Identification Number:

NYS Vendor ID Number:

Address Street City State Zip

Bidder=s Signature Official Title

Printed or Typed Copy of Signature Area Code/Telephone Number Email

UCS RFB.001.Cover.(Rev.4.22)

UCS RFB.002 (Rev. 7.20)

CONTENTS

DOCUMENT ENCLOSURE CHECKLIST

BID CONTENTS

Article Subject

I. OVERVIEW

II. MINIMUM QUALIFICATIONS

III. AWARD

IV. PRICING

V. SCOPE OF WORK

VI. BID RESPONSE DOCUMENTS

VII. BID SUBMISSION PROCEDURES

VIII. GENERAL BID PROVISIONS

IX. CONTRACT TERMS AND REQUIREMENTS

Attachments

Attachment I: Standard Request for Bid Clauses & Forms Attachment III: Vendor Responsibility Questionnaire Attachment IV: Procurement Lobbying forms

* Attachments are available for download from the Unified Court System’s Current Solicitations webpage: https://www.nycourts.gov/grants-contracts-procurement/current-solicitations

Exhibits

Exhibit A: Pricing Sheet Exhibit B: Uniform Photos

UCS RFB.002 (Rev. 7.20)

DOCUMENT ENCLOSURE CHECKLIST (2 pages) Failure to provide all items below may disqualify bidder’s response.

The following items must be fully completed and executed and included in bidder’s response.

Please only include the responsive pages as directed below.

Exhibit A - Pricing Sheet UCS Request for Bid/Proposal Form (rfb1.frm) and complete bid response with original signature

Attachment I - Standard Request for Bid Clauses & Forms p.3 - Non-Collusive Bidding Certificate p.4 – Acknowledgment of Individual or Corporation p.5 – Bidder’s Certification of work (Printing) p.6 – Bidder’s Certification of Recycled Products p.7 – Manufacturer’s Affidavit of Recycled Content Attachment II - Not Applicable Attachment III - Vendor Responsibility Questionnaire Questionnaire filed online via New York State Comptroller VendRep System and certified within 6 months of the bid opening due date (please include completed acknowledgment page from Attachment III), OR

Paper questionnaire Attachment IV - Procurement Lobbying forms Disclosure of Prior Non-Responsibility Determination (UCS 420) Affirmation of Understanding and Agreement (UCS 421)

Certificates of New York State (“NYS”) Workers’ Compensation and NYS Disability Benefits Insurance, or Certificate of Attestation of Exemption.

Please see the paragraph “Insurance Requirement” for a list of accepted forms.

Copies of bidder’s certificate(s) of insurance or other adequate proof evidencing the insurance coverages required by the bid specifications.

Signed Document Enclosure Checklist Proprietary information in separate folder from bid response, if applicable Bidder’s contact information (Item 5, below) Narrative Description – Organizational Experience/Capacity Narrative Description – Proposed Service Delivery Plan References Uniform Sample (sent separately to the Court Officers Academy)

RFB OCA DFM 296 NYC BID ISSUANCE DATE: 10/8/2026

Court Officer Class A Dress Uniform Package BID OPENING DATE AND TIME: 11/5/2026

2:00 PM

UCS RFB.002 (Rev. 7.20) 2 Checklist

IMPORTANT:

1. All documents requiring an original signature must bear the BLUE INK signature of the same authorized individual. Signatory notarization must be that of the person whose signature is affixed to all required documents.

2. Exhibit A/Pricing Sheet and the other forms listed above must all have the SAME COMPANY NAME AND TAX ID NUMBER in order for a purchase order or contract to be approved by the NYS Comptroller.

3. Do not alter this solicitation in any manner. Any changes, deletions, or additions (including the addition of supplemental terms and conditions) to this Request for Bids (“RFB”) or to any exhibits or appendices to this RFB, including Exhibit A/Pricing Sheet, may result in the rejection of the bid as non-responsive.

4. Please note that the terms and conditions of this RFB will form the basis of the contract with the Awarded Contractor (defined below).

5. Bidder Contact Information Bidder’s Primary Contact for Bid Matters:

Name:

Street:

City: State: Zip:

Telephone Number: Email:

6. Bidder Authorized Signatory Verification:

Authorized representative of Bidder must complete and sign below to verify submission of all documents required per the Document Enclosure Checklist:

COMPANY NAME:

AUTHORIZED OFFICER’S NAME AND TITLE:

SIGNATURE: DATE:

RFB OCA DFM 296 NYC BID ISSUANCE DATE: 10/8/2026

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UCS RFB.002 (Rev. 7.20) 3

I. OVERVIEW

Purpose and Scope The New York State Unified Court System (“UCS”), Office of Court Administration ("OCA") is soliciting sealed bids to provide a Class A dress uniform package for Court Officer Trainees (“Uniform Package”), including measurement, fitting and delivery of Uniform Packages to the NYS Court Officer Academy facility, currently located in Brooklyn, New York (hereafter, the “COA”), as well as alteration, refitting, and redelivery as needed. The Uniform Package shall consist of a cap, tie, dress gloves, shoes and tailored-to-fit “Class A” quality blouse and trouser, as further described below.

** See ARTICLE V BELOW, SCOPE OF WORK for detailed specifications. **

UCS Designated Contacts for Bid

The designated contacts for this Request for Bids (“RFB”) are:

Primary Designated Contact: Janelle Pitaniello DFM-Bids@nycourts.gov

Submission of Uniform Sample: Major Anthony Mung

Please note: Major Mung is a designated contact solely for the purposes of accepting bidders Uniform Samples as detailed below. All questions, even regarding Uniform Samples, must be directed to the Primary Designated Contact (Janelle Pitaniello).

IMPORTANT: All questions regarding this RFB must be in writing by email and directed solely to the attention of the above Primary Designated Contact. Contact by any prospective bidder, or any representative thereof, with any other personnel of the UCS in connection with this RFB may violate the Procurement Lobbying Act of 2005 (see Attachment IV), will jeopardize the respective bidder's standing and may cause rejection of its proposal.

Bidder Questions A. Period to Ask Questions Any and all questions bidders may have in connection with this RFB are to be directed in writing by email only to:

Janelle Pitaniello DFM-Bids@nycourts.gov

Please indicate in "Subject" field: “QUESTIONS – RFB OCA-DFM 296 NYC.”

RFB OCA DFM 296 NYC BID ISSUANCE DATE: 10/8/2026

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UCS RFB.002 (Rev. 7.20) 4

The deadline to submit questions (also referred to herein as the “Bid Question Due Date”) is October 22, 2026 at 2:00 PM Eastern. A written response to all submitted questions in the form of a Questions & Answers (Q&A) sheet will be posted on the UCS website at https://www.nycourts.gov/grants-contracts-procurement/current-solicitations under RFB

OCA DFM 296 NYC.

Key Bid Dates*

EVENT DATE

Bid Issue Date October 8, 2026

Bid Question Due Date October 22, 2026 by 2PM Eastern

Bid Submission Deadline Date November 5, 2026 by 2PM Eastern

Estimated Contract Start Date January 19, 2027

*OCA reserves the right to modify any Key Bid Date as it may deem appropriate.

II. MINIMUM QUALIFICATIONS

UCS will consider proposals submitted by entities that demonstrate a minimum of three (3) years’ experience in the provision of similar goods and services required under this RFB.

III. AWARD

Method of Award A purchase order will be awarded to the lowest dollar cost, responsible bidder determined to be in compliance with this RFB and specifications (the “Awarded Contractor”). Lowest dollar cost is defined as the lowest Grand Total Cost of all estimated goods and services to be provided, as indicated by bidders in Exhibit A/Pricing Sheet. The purchase order is subject to the approval of the NYS Comptroller.

IV. PRICING

Pricing

All price quotes shall be inclusive of all costs associated with the measurement, production, alteration, delivery, and distribution of Uniform Packages, including, without limitation, RFB OCA DFM 296 NYC BID ISSUANCE DATE: 10/8/2026

Dress Uniform Package BID OPENING DATE AND TIME: 11/5/2026

2:00 PM

UCS RFB.002 (Rev. 7.20) 5 shipping and delivery costs, and travel expenses.

All pricing submitted pursuant to this RFB shall be net f.o.b. destination unless otherwise expressly specified herein.

Other than the pricing submitted on Exhibit A/Pricing Sheet, there shall be no other charge, cost, reimbursement, or expense of any kind payable by UCS in connection with or arising from Awarded Contractor’s provision of the goods and services set forth herein. Awarded Contractor shall be solely responsible for all costs and expenses incurred in connection with the provision of such goods and services.

Pricing shall be submitted only on, and in the format prescribed by, Exhibit A/Pricing Sheet.

Bidder must quote pricing on a cost per unit basis and compute all price extensions listed in Exhibit A/Pricing Sheet. In the event of a bidder’s miscalculation, the unit price will prevail. UCS reserves the right to make mathematical corrections based on unit price(s).

Pricing in the awarded contract for amounts in increments not equal to pricing units indicated in the Pricing Sheet will be prorated accordingly.

Please note that UCS is a tax-exempt governmental entity.

Payment

Awarded Contractor shall send true and accurate invoices by email to Major Anthony Mung amung@nycourts.gov. Payment shall be made in arrears and shall be made within thirty (30) days of submission by Awarded Contractor and approval by UCS of invoices satisfactory to UCS and NYS Comptroller. No payment or deposit of any kind will be made in advance of receipt of the Uniform Package. UCS will not consider any bid responses that require advance payment or a deposit. In the event of late payment by UCS, Awarded Contractor shall be entitled to interest as specified in Article XI-A of the State Finance Law.

Payment for goods delivered/services performed under the awarded contract shall be conditioned upon the acceptance and approval of such goods/services, such that it is sufficiently complete in accordance with the RFB specifications, so that UCS can utilize the goods/services for its intended purpose.

V. SCOPE OF WORK

1. Statement of Work Overview Awarded Contractor shall produce and deliver Uniform Packages, including measurement, fitting, and hand delivery of Uniform Packages to COA, as well as alteration, refitting, and redelivery as needed, as set forth below. Photos of a sample Uniform Package are provided in the attached Exhibit B.

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UCS RFB.002 (Rev. 7.20) 6

2. Product Technical Specifications Each Class A Uniform Package shall consist of the following:

Class A Blouse:

Navy Blue, thumb tip length, four-button front with New York State brass buttons.

Permanent shoulder epaulets with New York State brass buttons, two top pointed pocket.

Flaps (not including pockets) and two bottom scalloped flaps with New York State brass buttons. The blouse has two (2) side vents and no rear vents.

Sleeves to be two-piece set in with shoulder pads and sleeve heads, with two New

York State brass buttons on each sleeve.

Fabric to be 55% Dacron polyester/45% wool or 100% wool.

Fully lined permanent lining to be 100% polyester, with an inside breast pocket.

Fabric weight is to be 13.5 – 14.5 oz. per square yard.

Regulation New York State patches affixed to both shoulders.

Shield eyelet holes over the left breast spaced exactly 1-5/8” apart.

New York State brass buttons are gold color with NYS Seal embossed.

Class A Trouser:

Navy Blue with ½” wide black mohair braid on the outer seam. A comparable material braid (such as nylon blend) may be used as a substitute.

Fabric to be 55% Dacron polyester/45% wool or 100% wool.

Fully lined permanent lining to be 100% polyester.

Fabric weight is to be 13.5 – 14.5 oz. per square yard.

Two (2) back hip pockets, and two (2) back Billy Pockets.

Blouse and trouser must be a uniform match in fabric, weight, and color.

Cap:

Dark Navy Police Type, eight-point, winter uniform cap with black chin strap New York State brass buttons

Tie:

Black Polyester, 3” wide x 14.5”, 18”, 20” or 22” length Clip-On, breakaway

Dress Gloves (pair):

White 100% stretch nylon with raised stitching on the back Snap Closure

RFB OCA DFM 296 NYC BID ISSUANCE DATE: 10/8/2026

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UCS RFB.002 (Rev. 7.20) 7

Shoes (pair):

Black leather military oxford compatible with Class A uniform High shine, natural leather Adjustable laces

Item Substitutions Bidders may offer substitute Uniform Package components of a higher quality than required by the specifications contained in this RFB; provided UCS shall retain the sole discretion to determine whether any proposed substitution meets the technical specifications set forth herein.

Awarded Contractor may not substitute any Uniform Package item without the express prior consent of UCS, in its sole discretion.

Item Marking/Labelling Each Uniform Package item shall be appropriately marked and/or labeled as to identified size, style, fiber content, manufacturing RN number, care instructions, and country of origin labeling.

Additional Requirements All Uniform Package items shall be comprised of new, and not used or reconditioned items or materials. All Uniform Package items shall be required to fit appropriately and properly for the purpose intended, as determined by UCS in its sole discretion.

Uniform Sample Submission UCS requires each bidder to submit a full uniform sample for evaluation as part of the bid package by Thursday, November 5, 2026, at 2:00 PM Eastern. Samples must be submitted to the COA training facility, located at 541 St. Johns Place, Brooklyn, NY 11238. See Exhibit B for photos of a sample Uniform Package.

Fulfillment Timeline

CLASS A UNIFORM PACKAGE FULFILLMENT TIMELINE

Recruit Measurement Between Training Days 3 and 5

Delivery of Shoes Not later than Training Day 11

Delivery and Distribution of Uniform Package Not later than Training Day 50

Alterations, refitting, and redelivery Not later than Training Day 54

The Awarded Contractor will be notified by UCS of a Uniform Package order through a notice to proceed (“Notice to Proceed”) which will be sent to an email address specified by the Awarded Contractor. The Notice to Proceed will contain the date of the first Training Day, currently scheduled for Tuesday, January 19, 2027 (subject to change), and the location of

RFB OCA DFM 296 NYC BID ISSUANCE DATE: 10/8/2026

Dress Uniform Package BID OPENING DATE AND TIME: 11/5/2026

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UCS RFB.002 (Rev. 7.20) 8 the COA to receive the Uniform Packages. Each Training Day listed above is to be measured from the first Training Day specified in the Notice to Proceed.

Note: Time is of the essence with respect to the Training Days specified in the Fulfillment Timeline.

Recruit Measurement Awarded Contractor must conduct recruit measurement, at the specified COA location, between the hours of 5:00 PM and 8:00 PM on the Training Days listed in the Fulfillment Timeline.

The Awarded Contractor must size each recruit (and not request their shoe or clothing size).

Uniform Package Delivery/Distribution Distribution and fitting of recruits must be conducted between 5:00 PM and 8:00 PM on the Training Days listed in the Fulfillment Timeline. Any required alterations, and subsequent refitting and redelivery of Uniform Packages must be completed not later than the Training Day specified in the Fulfillment Timeline for alterations, refitting, and redelivery. Awarded Contractor’s representatives must be present to conduct delivery, distribution, and alterations of Uniform Packages to the recruits.

Returns Any unused Uniform Package items in their original packaging that have not been individually tailored may be returned by UCS within ninety (90) days of delivery for a full refund, at the prices listed in the Exhibit A/Pricing Sheet.

3. Account Coordinator Awarded Contractor shall appoint an individual to act as primary contact and account coordinator for UCS personnel to contact with respect to their account-related questions including, but not limited to, invoicing, scheduling and returns.

4. Delivery/Pickup The COA training facility is located at 541 St. Johns Place, Brooklyn, NY 11238. Specific scheduling, delivery dates and times within the Fulfillment Timeline will be given via a schedule to be provided by UCS to the Awarded Contractor (“Delivery Schedule”). The Delivery Schedule may be updated and/or revised by UCS. The COA location is subject to change by UCS without additional charge (including, but not limited to, delivery costs and charges).

5. Invoicing

5.1 Awarded Contractor shall submit true and accurate invoices to Major Anthony Mung at amung@nycourts.gov

5.2 Each invoice shall include:

i. Vendor name;

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UCS RFB.002 (Rev. 7.20) 9

ii. Name of UCS Agency that ordered the goods or services;

iii. Description of goods or services requesting payment for (may be in narrative or code values format);

iv. Quantity of goods, property, or services delivered or rendered; and

v. Amount requested.

VI. BID RESPONSE DOCUMENTS

General Requirements All documentation must be submitted on prescribed forms, without alteration. To facilitate photocopying, do not permanently bind documents.

Bidders must submit every document listed in sections A and B, below. Failure to provide all documents in the manner required – including the number of requested copies - may result in disqualification of a bid response. Any changes, deletions, or additions (including the addition of supplemental terms and conditions) to this RFB or to any exhibits or appendices to this RFB, including Exhibit A/Pricing Sheet, may result in the rejection of the bid as non-responsive.

A. REQUIRED BID DOCUMENTS

a. Narrative Description - Organizational Experience/Capacity

Bidders must submit, with their bid response, a narrative which demonstrates their capacity and experience to meet the minimum qualifications listed in Article II above.

b. Narrative Description - Proposed Service Delivery Plan

Bidders must submit, with their bid response, a narrative which explains in detail the time required to measure 250 recruits as well as the customer service and delivery process.

c. Pricing Sheet

Bidders must complete and submit the Exhibit A pricing sheet.

d. References

Each bidder must submit (3) references, other than UCS, including the company’s name, complete address, contact name, phone number and email, for whom the bidder has provided similar goods and services.

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UCS RFB.002 (Rev. 7.20) 10

e. Uniform Sample UCS requires a full uniform sample to be submitted to the COA located at

541 St. Johns Place, Brooklyn, NY 11238 for evaluation as a part of the bid package by Thursday, November 5, 2026, at 2:00 PM Eastern.

Uniform samples will need to materially meet, in UCS’s opinion, the requirements of the Uniform Package as provided in the RFB specifications. All uniform samples will be returned to each submitting vendor by mail after the contract has been awarded.

f. Bidder Contact Information Sheet Bidder shall designate, where specified in the Document Enclosure

Checklist, a person as primary contact for all questions OCA may have regarding bidder’s bid response.

B. NYS BID FORMS

1. Attachment I - Standard Request for Bid Clauses & Forms and Attachment IV- Procurement Lobbying Law required forms In addition to such other specifications and criteria as are presented herein, the NYS Unified Court System Attachment I - Standard Request for Bid Clauses & Forms, and Attachment IV

- Disclosure of Prior Non-Responsibility Determination (UCS 420) and Affirmation of Understanding and Agreement (UCS 421) pursuant to the Procurement Lobbying Act, which must be downloaded or printed from the UCS Contract & Procurement website under “Addenda” for the appropriate solicitation, are incorporated and made a part of this RFB.

2. Attachment III - Vendor Responsibility Questionnaire The UCS is required to conduct a review of a prospective vendor to provide reasonable assurances that the vendor is responsible. The required Vendor Responsibility Questionnaire is designed to provide information to assist UCS in assessing a vendor’s responsibility prior to entering into a contract with the vendor. Vendor responsibility is determined by a review of each prospective vendor’s legal authority to do business in New York State, business integrity, financial and organizational resources, and performance history (including references).

The UCS recommends that vendors file the required Vendor Responsibility Questionnaire online via the New York State VendRep System. However, vendors may choose to complete a paper questionnaire and submit it with their proposal.

Online Questionnaire: To enroll in and use the New York State VendRep System, see the VendRep System Instructions available at http://www.osc.state.ny.us/state-vendors/vendrep/vendrep-system or go directly to the VendRep System online at https://onlineservices.osc.state.ny.us/Enrollment/login?1. Vendors must provide their New York State Vendor Identification Number when enrolling (see paragraph headed New York State Vendor File Registration below for instructions on obtaining a Vendor Identification Number). For VendRep System assistance, contact the Office of the State Comptroller’s Help Desk at 866-370-4672 or 518-408-4672 or by email at ITServiceDesk@osc.state.ny.us.

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UCS RFB.002 (Rev. 7.20) 11

Bidders who file the Vendor Responsibility Questionnaire online via the NYS Comptroller VendRep System are requested to checkmark the appropriate box on the Document Enclosure Checklist. Please note that online submissions must be certified and dated/updated not more than six (6) months prior to the bid opening date of this RFB. Bidders’ authorized signature of the RFB form will serve as confirmation that bidders have knowingly filed their questionnaire online if the paper questionnaire is not included with the bidder’s submission.

Paper Questionnaire: Vendors opting to complete and submit a paper questionnaire can obtain the appropriate questionnaire from the VendRep website www.osc.state.ny.us/vendrep/forms_vendor.htm or they may contact the UCS or the Office of the State Comptroller’s Help Desk for a copy of the paper form.

3. New York State Vendor File Registration Prior to being awarded a contract pursuant to this RFB, the bidder(s) must be registered in the New York State Vendor File (Vendor File) administered by the NYS Comptroller. This is a central registry for all vendors who do business with New York State agencies and the registration must be initiated by a State agency. Following the initial registration, a unique New York State ten-digit vendor identification number (Vendor ID) will be assigned to vendors for usage on all future transactions with New York State. Additionally, the Vendor File enables vendors to use the Vendor Self-Service application to manage certain vendor information in one central location for all transactions related to the State of New York.

If the bidder is already registered in the Vendor File, the vendor must enter the vendor’s ten-digit Vendor ID on the first page of this RFB. If the bidder is not currently registered in the Vendor File, upon award of a contract, the bidder must complete the NYS Comptroller Substitute W-9 Form (https://www.osc.state.ny.us/sites/default/files/vendors/2017-11/vendor-form-ac3237s-fe.pdf) and submit the form to UCS. The UCS will initiate the vendor registration process for the vendor. Once the process is initiated, vendor will receive an e-mail identifying their unique ten-digit Vendor ID and instructions on how to enroll in the online Vendor Self-Service application. For more information visit:

https://esupplier.sfs.ny.gov/psc/fscm/SUPPLIER/ERP/c/NUI_FRAMEWORK.PT_LANDING

PAGE.GBL?&.

4. Electronic Payments Vendors not currently receiving electronic payments must enroll in ePayment – New York State’s electronic payment program for vendors. To do so, vendors need to log onto the Vendor Self-Service Portal and enter their bank account information. ePayments will ensure you are receiving payments faster and in a more secure manner. If you need assistance in accessing the Vendor Self-Service Portal, please contact the SFS Helpdesk at helpdesk@sfs.ny.gov or 1- 877-737-4185.

5. Proof of Insurance https://esupplier.sfs.ny.gov/psc/fscm/SUPPLIER/ERP/c/NUI_FRAMEWORK.PT_LANDINGPAGE.GBL?& https://esupplier.sfs.ny.gov/psc/fscm/SUPPLIER/ERP/c/NUI_FRAMEWORK.PT_LANDINGPAGE.GBL?& https://esupplier.sfs.ny.gov/psc/fscm/SUPPLIER/ERP/c/NUI_FRAMEWORK.PT_LANDINGPAGE.GBL?&

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UCS RFB.002 (Rev. 7.20) 12

Bidder must provide together with its bid response all documentation required pursuant to Article IX, “Insurance Requirement.”

C. ADDITIONAL BID DOCUMENTS

1. Financial Stability Upon request by UCS, bidder shall provide its audited financial statements prepared in accordance with GAAP-Generally Accepted Accounting Principles for the past three (3) consecutive years and a copy of its last three (3) annual reports.

VII. BID SUBMISSION PROCEDURES

A. SUBMISSION OF PAPER BID PROPOSALS BY MAIL

Bid documents must be clearly addressed and submitted to:

NYS Unified Court System Attn: Janelle Pitaniello

Division of Financial Management 4 ESP Suite 2001

Albany, NY 12223 All envelopes/cartons must also be labeled with the following information on two sides:

Deliver immediately to Janelle Pitaniello Sealed bid - Do not open

RFB # OCA-DFM-296 NYC, Court Officer Class A Dress Uniform Package Due November 5, 2026, at 2:00 PM Eastern

Failure to seal and mark the bid/proposal as prescribed may result in non-delivery and/or rejection of the bid/proposal. Please note that bids/proposals must be received by the above-named OCA-designated person by Thursday November 5, 2026, at 2:00 pm Eastern. Any bid/proposal received after this deadline will be declared a late bid and may be disqualified.

Notwithstanding the foregoing, a late bid may be accepted by UCS in its sole discretion if: (i) an insufficient number of timely bids meeting the requirements of this RFB are received; or

(ii) the bidder has satisfactorily demonstrated to UCS that the late bid was caused solely by factors outside the control of the bidder. However, in no event shall UCS be obligated to accept a late bid, and in making such determination, UCS will consider whether accepting a late bid would materially benefit or disadvantage a particular bidder. It is recommended that bidders allow several extra days for shipping in order to meet the deadline.

B. SUBMISSION OF ELECTRONIC (EMAIL) BID PROPOSALS

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UCS RFB.002 (Rev. 7.20) 13

In addition to the Bid Submission Procedures contained in sub-article A, above, bidders may submit bid proposals electronically to: DFM-Bids@nycourts.gov. The email subject line must state: “Bid Proposal – RFB OCA DFM 296 NYC” and per subsection (b) below, indicate the email sequence number, as appropriate.

Bid proposals submitted electronically must meet all requirements set forth for bid proposals submitted by mail, including, but not limited to, delivery by Thursday November 5, 2026, at 2:00 pm Eastern and completion of required acknowledgments.

Additionally, electronically submitted bid proposals must conform to the following requirements:

(a) All bid proposal documents must be in “PDF” searchable format.

(b) The size limitation for individual emails is 25MB (megabytes) per email (including message plus attachments). If documents cannot be grouped within one .zip file and/or one email so as to conform to the 25MB size limit, bidders may transmit bid proposals in multiple emails, in which case, each email must be labeled “Email X of X” (e.g., “Email 1 of 3”).

(c) Notwithstanding the number of emails submitted, all bid proposal emails must be submitted on the same date.

Bidders who submit a bid proposal electronically will receive a reply email confirming the date and time of receipt of their submission. Bidders are advised to notify Janelle Pitaniello at DFM- Bids@nycourts.gov if they have not received an email response within one (1) business day after submission of their bid proposal.

C. SUBMISSION OF UNIFORM SAMPLES

Uniform Samples must be clearly addressed and submitted to:

NYS Unified Court System Attn: Major Anthony Mung

Court Officers Academy 541 St. Johns Place

Brooklyn, NY 11238 Please note that samples must be received by mail or hand delivered to the above-named OCA-designated person by Thursday November 5, 2026, at 2:00 pm Eastern. Any sample received after this deadline will be declared a late bid and may be disqualified, subject to the late bid procedures in sub-article A, above. It is recommended that bidders allow several extra days for shipping in order to meet the deadline.

Bidder Confidential/Proprietary Information If applicable, bidders should specifically identify those portions of the proposal deemed to contain confidential or proprietary information or trade secrets, and must provide justification why such material, upon request, should not be disclosed to parties other than UCS. Bidders

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UCS RFB.002 (Rev. 7.20) 14 are advised that any material deemed confidential by bidder may still be subject to disclosure in connection with any governmental or judicial proceeding or inquiry or as may be required by applicable law, including but not limited to Article 6 of the New York Public Officers Law (Freedom of Information Law). Such confidential/proprietary information must be in a separate folder from the non-confidential sections of the proposal.

No-Bids Bidders are requested to send a no-bid letter to OCA, Attn: Janelle Pitaniello, at the above address, should they decide not to answer this RFB. The envelope shall be clearly marked in the lower left corner as follows: RFB OCA DFM 296 NYC. No-bid letters may alternatively be sent by email to DFM-Bids@nycourts.gov. Please indicate in "Subject" field: RFB OCA DFM 296 NYC– No-Bid.

VIII. GENERAL BID REQUIREMENTS

Online RFB Package: Disclaimer Bidders accessing any UCS/OCA solicitations and related documents from the UCS website https://www.nycourts.gov/grants-contracts-procurement/current-solicitations under “Current Solicitations” shall remain solely and wholly responsible for reviewing the respective solicitation & bid documents on the internet regularly, up to the scheduled date and time of the bid/proposal due date, to ensure their knowledge of any amendments, addenda, modifications or other information affecting the solicitation or bid documents in question.

Binding Nature of Bid/Proposal on Bidders All bids/proposals shall remain binding on bidders until such time as UCS/OCA provides written notification of its intent to award the contract to a specific bidder or until the bidder requests a withdrawal of its bid/proposal in writing and such withdrawal is accepted by UCS/OCA in its sole discretion in accordance with applicable law, whichever occurs first.

Estimated Quantities Any quantities specified in this RFB constitute estimates only, and accordingly no commitment or guarantee to reach any specified volume of business is made or implied. Awarded Contractor must accept all requests for goods and services placed by UCS under the awarded contract.

Rejected and Unacceptable Bids/Proposals/Awards UCS reserves the right to reject any and all bids/proposals submitted in response to this RFB. In addition, UCS may reject any bids/proposals from any bidders who are in arrears to the State of New York upon any debt or performance of any contract; or who have previously defaulted on any contractual obligations, (as contracting party, surety or otherwise), or on any obligation to the State of New York; or who have been declared not responsible or disqualified by any agency of

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UCS RFB.002 (Rev. 7.20) 15 the State of New York, who have any proceeding pending against them relating to the responsibility or qualification of the bidders to receive public contracts, whose proposal is incomplete or otherwise non-responsive in any material respect, or who are found to be non-responsible based on any of the criteria specified in the section headed “Responsible Bidder.”

UCS also reserves the right to reject any bidder: (i) whose facilities and/or resources are, in the opinion of OCA, inadequate, too remote from the UCS locations to provide goods or render services in a timely manner in accordance with all requirements of this RFB; (ii) who does not provide references in accordance with the bid specifications, or whose references report significant failure to comply with specifications; (iii) whose uniform sample, in the opinion of UCS, does not materially meet the requirements of the Uniform Package; (iv) whose Proposed Service Delivery Plan, in the opinion of UCS, does not meet the requirements of this RFB; or (v) who are otherwise, in the opinion of OCA, unable to meet specifications.

UCS further reserves the right to set aside a bid award to a successful bidder if it is unsuccessful in negotiating a satisfactory contract within a time frame acceptable to the UCS, in which event UCS may then invite the bidder that is the next lowest cost responsible and responsive bidder to enter into negotiations for purposes of executing a contract.

Responsible Bidder A bidder shall be defined as “responsible” in accordance with, but not limited to, references, past performance history, financial stability, the criteria set forth in paragraph 2 of the General Specifications (Attachment III-Vendor Responsibility Questionnaire), and the criteria set forth in the paragraph headed “Rejected and Unacceptable Bids/Proposals/Awards” as well as any other criteria necessary and reasonable to establish the bidder’s responsibility.

Clarification/Correction of Bids/Proposals In addition to any rights articulated elsewhere in this RFB, UCS reserves the right to require clarification at any time during the procurement process and/or require correction of arithmetic or other apparent errors for the purpose of assuring a full and complete understanding of a bidder’s proposal and/or to determine a bidder’s compliance with the requirements of this RFB. This clarifying information, if required in writing by UCS, must be submitted by the bidder, in accordance with formats as prescribed by UCS at the time said information is requested and, if received by the due date set forth in UCS’s request for clarification, shall be included as a formal part of the bidder’s proposal. Clarifying information, if any, whether provided orally, visually or in writing will be considered in the evaluation process. Failure to provide required information by its associated due date may result in rejection of the bidder’s proposal. Nothing in the foregoing shall mean or imply that it is obligatory upon UCS to seek or allow clarifications or corrections as provided for herein.

Minor Bid Irregularities Provided the same will not materially benefit or disadvantage any particular bidder or substantially alter the requirements of this RFB, UCS may: (i) waive technicalities; (ii) waive minor irregularities, omissions or incompletions in the RFB or a bid response; (iii) waive any bid

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UCS RFB.002 (Rev. 7.20) 16 requirements that are unmet by all bidders; (iv) consider any and/or all alternatives and/or enhancements suggested by the successful bidder; and/or (v) make an award under the RFB in whole or in part and negotiate contract terms and conditions with the successful bidder to meet UCS requirements consistent with such award.

Unified Court System Self-Insurance UCS, a New York State governmental entity, is self-retained for risk of loss and liability.

Inspection of Bidder’s/Awarded Contractor’s Facilities The UCS/OCA reserves the right to inspect bidder’s proposed facilities as part of the bid evaluation. Subsequent to award, Awarded Contractor’s facilities shall be made available for periodic inspection. In all instances, advance notification will be communicated by appropriate court personnel.

Access to Court Facilities Awarded Contractor must comply with all applicable location rules, policies, guidelines and procedures in order to be granted access to court facilities. Where applicable to the performance of work under an awarded contract, bidders shall be wholly responsible for familiarity with the physical layout and access to the courts and buildings in question, including but not limited to, roadways, overhangs, parking, security, elevators, required access permits or insurance certificates. No special accommodations can or will be made by court staff with respect to security measures, access or parking.

Subcontracting Subcontracting and any other transfer of any duties or obligations to be performed hereunder will be permitted only with the prior written consent of UCS to the proposed subcontractors. In the event that bidder proposes to use one or more subcontractors, the specific subcontractors and the services proposed to be performed or goods proposed to be provided by such subcontractors, must be listed in bidder’s proposal. If a bidder that proposes to use one or more subcontractors is awarded the contract, the award will constitute the prior written approval of UCS to the subcontractors named in the bidder’s proposal.

The Awarded Contractor will be the prime contractor and will be responsible for all goods and services required by this RFB. The UCS will communicate only with Awarded Contractor and the Awarded Contractor shall remain wholly liable for the performance by and payment to any such subcontractors, their employees, agents, consultants or representatives. Subcontractor(s) may be required to provide evidence of insurance, as applicable, prior to UCS approval.

Implied Requirements Products and services that are not specifically requested in this RFB, but which are necessary to provide the functional capabilities proposed by the bidder, shall be included in the offer except as specified herein.

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Silence of the Specifications The apparent silence of the specifications contained as part of this RFB as to any detail or to the apparent omission of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications shall be made on the basis of this statement.

IX. CONTRACT TERMS AND REQUIREMENTS

Contract Terms The Awarded Contractor shall be required to comply with the provisions set forth in this Article, as well as such other provisions contained in an agreement, in form and content satisfactory to UCS in its sole discretion.

Compliance with Laws Awarded Contractor(s) must comply with all applicable federal, state and local laws, rules and regulations, including but not limited to, fire, health and safety codes, prior to and during the provision of all goods and services under the contract resulting from this RFB.

Independent Contractor Status It is expressly understood and agreed that the Awarded Contractor’s status shall be that of an independent provider of goods and services and that no officer, employee, servant or subcontractor of the Awarded Contractor is an employee of the UCS, OCA or State of New York. The Awarded Contractor shall be solely responsible for the work, assignment, compensation, benefits and personal conduct and standards of all such persons assigned to the provision of goods and services.

Nothing herein shall be construed to impose any liability or duty on the UCS, OCA or State of New York to persons, firms, consultants or corporations employed or engaged by the Awarded Contractor either directly or indirectly in any capacity whatsoever, nor shall the UCS, OCA or State of New York be liable for any acts, omissions, liabilities, obligations or taxes of any nature including, but not limited to, unemployment and Workers’ Compensation insurance of the Awarded Contractor or any of its employees or subcontractors.

Indemnity Awarded Contractor shall indemnify, defend and hold harmless UCS, its officers and employees from and against any and all claims, causes of action, damages, costs, liabilities and expenses of any kind (including reasonable attorneys’ fees and the cost of legal defense) which UCS may incur by reason of: (i) Awarded Contractor’s breach of any term, provision, covenant, representation or warranty contained in the contract awarded as a result of this RFB; (ii) any act, omission, negligence or intentional misconduct of Awarded Contractor or its employees, subcontractors, agents, volunteers or of other persons under its direction and control; (iii) Awarded Contractor’s performance or failure to perform under the contract; and (iv) enforcement by UCS of the awarded contract or any provisions thereof.

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Confidentiality and Data Security Awarded Contractor acknowledges that any and all information, records, files, documents or reports contained in any media format provided to the Awarded Contractor by UCS, or which may be otherwise encountered by Awarded Contractor shall be considered extremely confidential and shall be handled accordingly at all times. Neither the Awarded Contractor nor any of its employees, servants, vendors, agents or volunteers shall at any time be permitted to utilize such confidential information for any purpose outside the scope of any resulting agreement awarded under this RFB without the express prior written authorization of UCS. Any breach of this confidentiality by the Awarded Contractor or by any of its employees, servants, subcontractors, agents, or volunteers may result in the immediate termination of any resulting agreement awarded under this RFB by UCS and may subject the Awarded Contractor to further penalties.

Awarded Contractor shall use, and require its employees and authorized agents to use, at least the degree of care a reasonably prudent person would use to protect and prevent improper access to the records.

Awarded Contractor is prohibited from maintaining confidential files and records provided to or generated by Awarded Contractor in a mobile or portable device. Remote access to UCS confidential information is prohibited unless industry standard protocols for remote access are in place (e.g., SSL, VPN). In addition, Awarded Contractor will be required to comply with the data security and confidentiality requirements of other government agencies that supply data to UCS.

Termination

A. EARLY TERMINATION FOR BUDGET MODIFICATION

1. If the UCS Budget (“Budget”) is modified (a “Budget Modification”, defined in subsection 2 below) for any State fiscal year included in the term of the awarded contract under this RFB, in whole or in part (including any renewal or extension term), such that UCS determines, in its sole discretion, that it is necessary to reduce, eliminate or otherwise modify the budget allocation covering payment thereunder, UCS shall have the option to terminate the awarded contract upon not less than thirty (30) days’ notice to Awarded Contractor, without liability for costs, expenses or damages as a result thereof.

2. For purposes of this subsection A, Budget Modification shall mean and include, with respect to the Budget or any appropriation contained therein:

i. any reduction, elimination or restriction upon access thereto as provided by law; or

ii. any restriction placed on UCS spending authority, including any restriction imposed by

UCS upon itself in response to a request of the Executive or Legislative Branch of government.

3. Termination hereunder shall be further governed by the termination provisions contained in the awarded contract, as applicable.

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B. EARLY TERMINATION FOR CAUSE

Early termination of the contract for cause may result in, among other consequences, all remedies available to UCS and New York State, the Awarded Contractor both being declared non-responsible by the UCS/OCA, pursuant to the UCS and Office of the State Comptroller’s guidelines on vendor responsibility and in the Awarded Contractor’s removal from the UCS/OCA’s bidders list for future solicitations.

Intellectual Property If Awarded Contractor is required to produce specially commissioned materials pursuant to the awarded contract (the "Work"), whether in written form, on tape, computer-readable media or other tangible or intangible form, Awarded Contractor acknowledges and agrees that UCS shall have the option to: (i) retain a royalty-free, nonexclusive and irrevocable right to reproduce, publish, or otherwise use the Work; or (ii) be the sole owner of the Work (the Work shall be considered a "work made for hire”), each of the foregoing at no additional cost to UCS.

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Insurance Requirement Awarded Contractor shall be required to maintain during the term of the contract awarded pursuant to this RFB, including any renewal terms, at their own cost and expense:

1. Workers’ compensation and disability benefit insurance coverage as required under NYS law. Each vendor must provide with its proposal proof of such workers’ compensation and disability benefits insurance coverage or, if it is legally exempt from such coverage, proof of exemption. Vendor must obtain the appropriate Workers’ Compensation Board forms from its insurance carrier or licensed agent or must follow the procedures set forth by the Workers’ Compensation Board for obtaining an exemption from coverage. See Workers’ Compensation Board website at http://www.wcb.ny.gov under “Forms” for a manual listing required forms and procedures. Any questions regarding workers’ compensation coverage requirements or debarments should be directed to:

Workers’ Compensation Board Bureau of Compliance

(518) 462-8882

(866) 298-7830

Only the following forms will be accepted:

Proof of Workers’ Compensation Coverage

Form C-105.2 - Certificate of Workers’ Compensation Insurance issued by private insurance carriers; or

Form U-26.3 issued by the State Insurance Fund; or Form SI-12 - Certificate of Workers’ Compensation Self-Insurance; or Form GSI-105.2 - Certificate of Participation in Workers’ Compensation

Group Self-Insurance; or Form CE-200 - Certificate of Attestation of Exemption from NYS Workers’

Compensation and/or Disability Benefits Coverage.

Proof of Disability Benefits Coverage

Form DB-120.1 - Certificate of Disability Benefits Insurance, or Form DB-120.2 - Certificate of Participation in Disability Benefits Group Self-

Insurance; or Form DB-155 - Certificate of Disability Benefits Self-Insurance; or Form CE-200 - Certificate of Attestation of Exemption from NYS Workers’

Compensation and/or Disability Benefits Coverage.

On forms that have a space for a certificate holder to be listed, the carrier must enter:

NYS Unified Court System…