RFB-RC-2021-021 AWARD REVISED 8 7 24.pdf

COUNTY OF ROCKLAND

Department of General Services Purchasing Division

Title:

Contract Period:

Original Date of Issue:

Date of Revision:

BID No:

Catalog:

Authorized Users:

Name:

Title:

Phone:

Fax: 845-364-3809 E-mail: samuelss@co.rockland.ny.us

Description This contract is for Legal Process Services.

Contract # Vendor Number Contractor & Address Telephone No.

BID 21-021 0000026913 Serenity Civil Preparation Services 130 N. Main St., Suite 207 New City, NY 10956 Contact: John Givens serenitycivil@gmail.com

845-323-4298

Fax: 845-504-0515

PAGE 1 OF

Legal Process Services

July 1, 2021 through June 30, 2022 w/3-1 year options Ext through 6/30/23 w/2-1 year options ext thru 6/30/24 w/1 yr opt Ext thru 6/30/25

6/7/21

08/07/24

RFB-RC-2021-021

Miscellaneous

County Agencies, All Political Subdivisions

Address Inquiries To:

Sabrina Samuels Purchaser II 845-364-3807 mailto:serenitycivil@gmail.com lozanoj Typewriter

REVISED AWARD

# Items Item

Number Estimated Quantity

Unit of

Measure UnitPrice Award

#1-1 Standard Base Service within Rockland County 96147000017 2 Each 39.82$ Serenity Civil Trial Preperation Inc

#1-2

Standard Base Service within adjoining NY Counties- Westchester, Putnam and Orange County 96147000018 15 Each 51.21$ Serenity Civil Trial Preperation Inc

#1-3 Standard Base Service within non-adjoining Counties in NYS 96147000019 5 Each 56.89$ Serenity Civil Trial Preperation Inc

#1-4

Standard Base Service within Adjoining NJ Counties- Bergen & Passaic 96147000020 2 Each 62.58$ Serenity Civil Trial Preperation Inc

#1-5 Standard Base Service within NYC Counties 96147000021 2 Each 68.27$ Serenity Civil Trial Preperation Inc

#1-6 Standard Base Service out of NY State 96147000022 10 Each 96.71$ Serenity Civil Trial Preperation Inc

#2-1 IN HAND Service with Rockland County 96147000023 30 Each $45.51 Serenity Civil Trial Preperation Inc

#2-2

IN HAND Service within adjoining NY Counties - Westchester, Putnam and Orange 96147000024 35 Each $56.89 Serenity Civil Trial Preperation Inc

#2-3 IN HAND Service within non-adjoining Counties in NYS 96147000025 15 Each $62.58 Serenity Civil Trial Preperation Inc

#2-4 IN HAND Service within Adjoining NJ Counties - Bergen & Passaic 96147000026 15 Each $68.27 Serenity Civil Trial Preperation Inc

#2-5 IN HAND Service within NYC Counties 96147000027 50 Each $73.95 Serenity Civil Trial Preperation Inc

#2-6 IN HAND Service out of NY State 96147000028 60 Each $102.40 Serenity Civil Trial Preperation Inc

Number Estimated Quantity

Unit of

Measure UnitPrice Award

#3-1 RUSH Service within Rockland County 96147000029 5 Each $51.21 Serenity Civil Trial Preperation Inc

#3-2

RUSH Service within adjoining NY Counties - Westchester, Putnam and Orange 96147000030 10 Each $62.58 Serenity Civil Trial Preperation Inc

#3-3 RUSH Service within non-adjoining Counties in NYS 96147000031 2 Each $68.27 Serenity Civil Trial Preperation Inc

#3-4 RUSH Service within Adjoining NJ Counties - Bergen & Passaic 96147000032 2 Each $73.95 Serenity Civil Trial Preperation Inc

#3-5 RUSH Service within NYC Counties 96147000033 2 Each $79.64 Serenity Civil Trial Preperation Inc

#3-6 RUSH Service out of NY State 96147000034 2 Each $108.09 Serenity Civil Trial Preperation Inc

#3-7 RUSH IN HAND Service within Rockland County 96147000035 40 Each $56.89 Serenity Civil Trial Preperation Inc

#3-8

RUSH IN HAND Service within adjoining NY Counties - Westchester, Putnam and Orange 96147000036 10 Each $62.58 Serenity Civil Trial Preperation Inc

#3-9 RUSH IN HAND Service within non-adjoining Counties in NYS 96147000037 2 Each $68.27 Serenity Civil Trial Preperation Inc

#3-10

RUSH IN HAND Service within Adjoining NJ Counties - Bergen & Passaic 96147000038 10 Each $73.95 Serenity Civil Trial Preperation Inc

#3-11 RUSH IN HAND Service within NYC Counties 96147000039 15 Each $79.64 Serenity Civil Trial Preperation Inc

#3-12 RUSH IN HAND Service out of NY State 96147000040 10 Each $108.09 Serenity Civil Trial Preperation Inc

#4-1 IMMEDIATE / SAME DAY Service within Rockland County 96147000041 2 Each $62.58 Serenity Civil Trial Preperation Inc

Number Estimated Quantity

Unit of

Measure UnitPrice Award

#4-2

IMMEDIATE / SAME DAY Service within adjoining NY Counties - Westchester, Putnam and Orange 96147000042 2 Each $68.27 Serenity Civil Trial Preperation Inc

#4-3 IMMEDIATE / SAME DAY Service within non-adjoining Counties in NYS 96147000043 2 Each $73.95 Serenity Civil Trial Preperation Inc

#4-4

IMMEDIATE / SAME DAY Service within Adjoining NJ Counties - Bergen & Passaic 96147000044 2 Each $79.64 Serenity Civil Trial Preperation Inc

#4-5 IMMEDIATE / SAME DAY Service within NYC Counties 96147000045 2 Each $79.64 Serenity Civil Trial Preperation Inc

#4-6 IMMEDIATE / SAME DAY Service out of NY State 96147000046 2 Each $108.09 Serenity Civil Trial Preperation Inc

#4-7

IMMEDIATE / SAME DAY IN HAND

Service within Rockland County 96147000047 15 Each $68.27 Serenity Civil Trial Preperation Inc

#4-8

IMMEDIATE/ SAME DAY IN HAND

Service within adjoining NY Counties - Westchester, Putnam and Orange 96147000048 2 Each $79.64 Serenity Civil Trial Preperation Inc

#4-9

IMMEDIATE / SAME DAY IN HAND

Service within non-adjoining Counties in NYS 96147000049 2 Each $79.64 Serenity Civil Trial Preperation Inc

#4-10

IMMEDIATE / SAME DAY IN HAND

Service within Adjoining NJ Counties - Bergen & Passaic 96147000050 2 Each $85.34 Serenity Civil Trial Preperation Inc

#4-11

IMMEDIATE / SAME DAY IN HAND

Service within NYC Counties 96147000051 2 Each $91.03 Serenity Civil Trial Preperation Inc

#4-12

IMMEDIATE / SAME DAY IN HAND

Service out of NY State 96147000052 2 Each $113.78 Serenity Civil Trial Preperation Inc

Number Estimated Quantity

Unit of

Measure UnitPrice Award

#5-1

Affidavits filed in Rockland County Court - no charge for e-filing permitted 96147000053 2 Each $5.69 Serenity Civil Trial Preperation Inc

#5-2 RUSH Affidavits filed Rockland County Court - no charge for e-filing 96147000054 2 Each $5.69 Serenity Civil Trial Preperation Inc

#5-3

Handling Fee- A nominal fee in the amount of $25.00 may be charged for an attempt of service on a bad, incorrect or changed address. 96147000055 2 Each $28.45 Serenity Civil Trial Preperation Inc

#5-4 Skip Trace Fee 96147000057 2 Each $11.37 Serenity Civil Trial Preperation Inc

#5-5 Voter Registration Search 96147000058 2 Each $5.69 Serenity Civil Trial Preperation Inc

#5-6 DMV Records (Driver's License & Affiliated Address) 96147000059 2 Each $11.37 Serenity Civil Trial Preperation Inc

#5-7 Social Media Search 96147000060 2 Each $5.69 Serenity Civil Trial Preperation Inc

#5-8

Percent (%) Discount off specialized services and List Price for standard services not itemized above. Include Investigative Services. Do not include unit pricing for services itemized above. If no discount is to be offered bidder must enter 0. Amount must 96147000056 1000

Percent Discount

$ 0- No % Discount Offered Serenity Civil Trial Preperation Inc

TRIAL PREPARATION: 45.00 (Per hour)

Review of Legal File

Alert Medical Expert and Insured Owner/Operator

Locate, Alert and Interview Witnesses

Preparation of Subpoena/Follow up on Outstanding Subpoena

INVESTIGATION: 45.00 (Per hour)

Site Investigation

Photograph

Sign Statement

General Investigation

CRIMINAL BACKGROUND SEARCH: 45.00(Per hour)

OTHER SERVICES: 45.00 (Per hour)

Locate and Interview Witness

Photograph

Site Investigation

Medical Record Retrieval

Notary Service (NYS Fee)

Filing of Legal Documents/E-filing

So-Ordered document submission and follow up/Surrogate Court Filing

SURVEILLANCE: 175.00 (Per investigator)

IME COVERAGE ASSISTANCE: 45.00 (Per hour)

If you have any questions about any other type of service, please feel free to call us. We will be more than happy to answer any questions that you may have. We certainly hope to be of service to your firm.

We cover all areas in NYS (Rockland) (Westchester) (NYC) (Nassau) (Suffolk) (New Jersey)

(Connecticut)

Rates may vary expenses not included.

License and Bonded

Trial Preparation & Paralegal Service

Private Investigation Service

Court Service, Surveillance & Process Serving

P.O. Box 496

Suffern, New York 10901

Office: (646) 872-1708

Fax: (845) 504-0515

Email: serenitycivil@gmail.com email

PAGE: 6

COUNTY OF ROCKLAND - DGS-PURCHASING

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

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

TITLE: Legal Process Services

RFB #: RFB-RC-2021-021

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.

PURCHASES BY OTHER

LOCAL GOVERNMENTS, SCHOOL DISTRICTS, AND NON PROFIT AGENCIES

As per the New York State General Municipal Law, all political subdivisions of New York State are allowed to make purchases through the resulting contract(s). As per Rockland County Procurement Policy, Non Profit

Agencies approved to participate in New York State’s Contract Extension Program are authorized to make purchases through the resulting contract(s).

1. The County of Rockland shall make all contract award information available to other political subdivisions and non profit agencies through our website: www.rcpurchasing.com

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

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

4. No officer, board or agency of a county, town, village, or school district shall make any purchase through the

County when bids have been received for such purchase by such officer, board or agency, unless such purchase may be made upon the same terms, conditions and specifications at a lower price through the County.

5. All Bidders shall be on notice that as a condition of the award of a County contract, the successful bidder shall accept the award of a similar contract with any other political subdivision in New York State and Rockland

County non profit agencies authorized to use New York State’s contracts, if called upon to do so. A listing of approved Rockland County non profit agencies is available on the Purchasing Division’s website at www.rcpurchasing.com. The County, however, will not be responsible for any debts incurred by the participants pursuant to this or any other agreement.

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

PAGE: 7

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

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

SPECIFICATIONS

1. SCOPE

1.1. The purpose of this Request for Bid (RFB) is to inform contractors of a potential business opportunity to provide legal process services on a statewide and out of state basis for the County of Rockland. The resulting contract will be utilized by various agencies within Rockland County. The successful bidder must possess knowledge of the applicable service of process provisions under New York Law including, but not limited to, the following: Civil Practice Law and Rules; Surrogate’s Court Procedure

Act; Family Court Act; Mental Hygiene Law; Social Services Law; Real Property Tax Law; and Real

Property Actions and Proceedings Law; Estates, Powers and Trust Law.

1.2. Awarded contractor must have the capacity to personally serve multiple emergency papers in Rockland

County and adjacent counties within one (1) calendar day including Saturday, if needed.

1.3. Awarded contractor must have the ability to serve papers in non-adjacent counties in other states with reasonable diligence.

1.4. Affidavits of Service must be provided promptly after service as directed by each authorizing department.

1.5. Awarded contractor must have the ability to verify addresses when necessary, provide Affidavits of

Due Diligence when necessary and give testimony at any hearing to determine the propriety of service of process at no additional charge.

1.5.1. The Department of Social Services requires an Affidavits of Due Diligence in every case.

1.6. Contractor must have fax and email capabilities. All costs for mailing, faxing, copying, etc. will not be reimbursed separately. These costs are considered to be included in the delivery fee rates.

1.7. The Contractor must bill each Department and each Division individually for the use of the services.

1.8. There must be only one (1) service of process charge for multiple papers delivered to the same person unless these papers require multiple affidavits, in which case, if filing the affidavits, a charge of one-half (1/2) the rate will be made for the second and each additional affidavit.

1.9. For each additional paper served on another party at the same address and at the same time, the service of process charge must be one-half (1/2) the rate. If serving multiple papers to each person, paragraph

1.8 will apply.

1.10. The County of Rockland typically spends between $25,000.00-$35,000.00 a year on process service.

Service categories and locations vary depending on the need of the using Department.

1.10.1. Service Locations include within Rockland County, outside Rockland County, within NYS and

Outside of NYS. The awarded contractor may be required to provide process services nationally and must maintain nationwide affiliations.

1.11. Definitions for this solicitation

1.11.1. Calendar Days - Must include Monday through Saturday only, not Sunday.

PAGE: 8

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

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

1.11.2. Process of Service Fees – Process Service Fees must be an all-inclusive fee, per person served and not based on the number of locations visited or the number of visits to each location required for service.

1.11.3. In-Hand Service - Hand the papers to the person and keep making attempts until you find the person and serve him/her.

1.11.4. Standard / Basic Service – Must be defined as service occurring within four (4) calendar days and not more than seven (7) calendar days, including the day received. Saturday must be used for calculating days for billing. Substituted Service (i.e., suitable age and discretion) is acceptable if authorized by requesting department.

1.11.4.1. Standard / Basic Service must result in the actual service of the summons/petition/subpoena or in an Affidavit of Due Diligence (but only if authorized by requesting department). The

County needs either an Affidavit of Service or an Affidavit of Due Diligence (if authorized by requesting department) on any and all attempts of service.

1.11.5. Rush Service – Rush Service will be service occurring within three (3) calendar days from the date of receipt. Contractor must be available to pick-up a rush service from the County office requesting the service or receive via email within a maximum of one (1) hour. Saturday must be used for calculating days for billing.

1.11.6. Immediate / Same Day Service – Immediate Same Day Service will be defined as service occurring within same calendar days including the date of receipt. Contractor must be available to pick-up an immediate/same day service from the County office requesting the service or receive via email within a maximum of one (1) hour.

1.11.7. Affidavits of Due Diligence – Affidavit of Due Diligence will be paid only when approved in advance in writing by the requesting department. To be paid, efforts to obtain good service must have been demonstrated, which include but are not limited to: multiple attempts (at different times of day), contacts with neighbors or management office (if appropriate), etc. If you determine that the person to be served does not reside at the address provided, you MUST contact the requesting department to obtain an updated or correct address.

1.11.7.1. In all cases requesting personal service in connection with a Child Support or Paternity case in the Family Court, an ORIGINAL affidavit of service or affidavit of attempted service must be forwarded to the Child Support Unit of the Rockland County Department of Social Services as soon as practicable but in no case less than five business days before the return date. If an affidavit of attempted service is provided, the affidavit must recite, in detail all attempts at service including efforts to locate the subject. It is expected that at least three efforts to serve will be made in every case, at varying times of day and days of the week, including after 6

PM.

1.11.8. Handling Fee - A nominal fee in the amount of $25.00 may be charged for an attempt of service on a bad, incorrect or changed address. Quantities listed on the bid table for this service are based upon the annual average, however they can be greater or less than specified.

1.12. The quantities listed on the proposal pages are estimates only. Actual quantities may be more or less depending on the need of the County. Services will be requested via Purchase Order by the ordering

PAGE: 9

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

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

Department on an as needed basis. A Department my issue a Blanket Purchase Order to be used on an as needed basis. The issuance of a Blanket Purchase Order is not a guarantee of service.

2. GENERAL REQUIREMENTS

2.1. Contractor must provide the names, addresses and contact information for at least three (3) municipalities or firms your company performed processes services for a minimum period of one year

See Certificate of Experience. The information provided must be accurate and up to date.

2.2. The Contractor must be familiar with and comply with all statutory requirements for the service of papers, including any licensing, permit, and bonding requirement in the jurisdiction where the papers are to be served.

2.3. The County of Rockland reserves the right to use other local law enforcement agencies when available.

2.4. The County of Rockland also reserves the right to use other means for process serving outside the New

York Metropolitan area when it can be determined it will be in the best interest of the County.

2.5. Service of papers on individuals or corporate entity must be affected within the time frame indicated for each paper or as requested by the using Department.

2.6. Affidavit of Services must be delivered back to the requesting Department by the next business day after service is completed or at least two (2) days prior to the scheduled court date for non-rush service, depending upon the needs of the requesting department. Fax/Email copies of the Affidavits may be acceptable as authorized by the using department. Affidavits must be filed with the affiliate court upon request of the department. Contractor must not charge for the e-filing of court affidavits.

2.6.1. Detailed reports must be provided to the requesting Department of its efforts and the results thereof, including Affidavits of Service.

2.6.2. In all cases requesting personal service in connection with a Child Support or Paternity case in the

Family Court, see 1.11.7.1.

2.7. Contractor is subject to and must abide by the confidentiality provisions of the Social Services Law and

Mental Hygiene Law of the State of New York.

2.8. Service must be made in accordance with NYS Law including Civil Practice Law and Rules.

2.9. Contractor must comply with all requirements of the NYS Court System for effectuation and proof of service.

2.10. The Contractor must supply a valid fax number and email address for the submission of service packet(s).

PAGE: 10

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

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

2.10.1. The using Department must submit the required number of service packets to the Contractor via fax or email.

2.10.1.1. The Contractor must be responsible for all additional photocopying of service packet(s), including any summonses, description sheets, petitions, earning statements, financial affidavits, other forms or documentation included in the packet(s).

2.10.1.1.1. The contractor must not invoice separately for the cost of copying and/or cost of regular or express mail. The Contractor must be responsible for all follow-up mailings at no additional cost to the County. These charges must be inclusive in the fee schedule bid for the service categories itemized on the proposal pages.

2.10.1.1.2. The Contractor will be responsible for all postage costs related to service, including follow-up mailing. The fee charged for service of summons packets will be an all-inclusive fee, per person serviced, and not based on the number of locations required for service. Additionally, mileage will be included in the service fee charge.

2.10.1.2. Service of several different legal paper to one individual at the same time must be deemed one service. Additionally, mileage costs will be included in the service of process fee charge.

3. E-MAIL ADDRESS / EMERGENCY CONTACT INFORMATION

3.1. Contractor to include company e-mail address and indicate any web site(s) if applicable. Contractor must provide a 24 hour seven (7) day emergency contact and phone for after hours.

3.1.1. E-Mail ______________________

3.1.2. Web Site ____________________________

3.1.3. Contact ______________________

3.1.4. Phone Number ______________________

3.1.5. Fax Number ______________________

3.1.6. Emergency Contact: __________________

3.1.7. Emergency Contact Phone: ______________

PRICING FOR SERVICE AREAS AND CATEGORIES REQUIRED

3.2. The County of Rockland is requesting Service Fee pricing to provide process service in the areas and categories listed on the cost proposal pages.

3.2.1. Bidder must enter the Service Fee pricing as detailed on the cost proposal pages.

3.2.1.1. Bidder must provide a % Discount off of current price list for standard services not specifically itemized on the cost proposal pages. If no discount is offered bidder must enter 0.

3.2.1.1.1. Discount must be added on the bid table as a whole, ie: 10% of 1000 must be entered as .10.

3.2.1.2. Bidder must submit a current price list that will cover standard services (include investigative services & Skip Tracing) not specifically itemized on the cost proposal pages. The price list

PAGE: 11

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

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any legal remedies must be valid for the 1st term of this contract. Bidder may provide an updated price list upon renewal of the contract should the option year be exercised. The price must not exceed the

Consumer Price Index (CPI) for the pervious 12 months.

3.2.1.2.1. Should special services not specifically itemized on the proposal pages or the standard service price list be required by a requesting Department, bidder must provide a detailed scope of services and provide a written quote to the requesting Department for review and approval.

3.2.2. There will be no charge for filing affidavits via e-file with any court, should this option be available. Invoices containing fees for court filing of affidavits must provide proof of in-person filing.

3.2.2.1. E-Filing is not available yet in Family Court. A hard copy, original of Affidavits of Service or Affidavits of attempted services will be required.

3.3. All invoices must be in accordance with the Service Fee pricing submitted on the cost proposal pages and provide detailed description of the service provided

3.4. Bidder will not perform work without the receipt of an executed Purchase Order issued by the Director of Purchasing.

4. AWARD

4.1. Bid will be awarded to the lowest responsive responsible bidder meeting the stated requirements.

Bidders must submit pricing for all line items to be considered for award. Bids received without all line items being completed must be removed from bid award consideration.

DEPARTMENT OF GENERAL SERVICES, PURCHASING DIVISION

Dr. Robert L. Yeager Health Center

50 Sanatorium Rd, Building A Pomona, New York 10970

Phone: (845) 364-3820 Fax: (845) 364-3809 Email: purchasing@co.rockland.ny.us

Paul Brennan, FNIGP, CPPO

Director of Purchasing

ADDENDUM # 1

RFB-RC-2021-021

Legal Process Service

The information in this addendum supersedes any contradictory information set forth in the contract documents.

Acknowledge receipt of this addendum in the space provided on the signature page of the bid proposal. Failure to do so, may subject the bidder to disqualification. This addendum forms a part of the contract documents.

Question #1: What is the value of the contract?

Response #1: The County of Rockland typically spends between $25,000-$35,000 annually on process service.

Question #2: Can a Bidder bid on specific areas?

Response #2: Bidders must submit pricing for all line items to be considered for award.

Question #3: Is there a designated time to pick up legal process from the agency?

Response #3: There is no designated time for pickups, however pickups must be made to meet the service deliveries outlined in section 1.11 of the bid.

SIGNED:

Paul J. Brennan

PAUL J. BRENNAN, FNIGP, CPPO

DIRECTOR OF PURCHASING

ADDENDUM

4/12/21

Sample Certificate - Contracted Services

RFB-RC-2021-021 Addendum #1