RFB-RC-2023-083 Uniforms-Work Clothes.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: Uniforms-Work Clothes, Outerwear and

Accessories

RFB #: RFB-RC-2023-083

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.

ELECTRONIC BID SUBMISSION ENCOURAGED

Proposals may be submitted electronically through the County’s BONFIRE BID Submission Portal. Please refer to the instructions titled: Electronic Bid Submission Instructions for Suppliers

BIDDER’S NAME: __________________________________________________________________________________________

PHYSICAL ADDRESS: _______________________________________________________________________________________ Bidders must list a physical address

MAILING ADDRESS : _______________________________________________________________________________________

(P.O. BOX NUMBER, IF APPLICABLE)

Bids for the above referenced bid number and title will be received until 3:00 PM on Tuesday, November 14, 2023, via electronic bid submission through the BONFIRE Portal or at the Rockland County Purchasing Department, at the above address and at that time all bids will be publicly opened and read. Specifications and bid forms may be downloaded at: https://rocklandgov/bonfirehub.com/portal and/or 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: Prices to remain firm from December 6, 2023 through December 5th, 2023, with the option to renew for three (3) additional one-year terms. Price adjustment clause included

DELIVERY: AS SPECIFIED

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

VARIOUS LOCATIONS THROUGHOUT THE COUNTY OF ROCKLAND

IMPORTANT NOTICE – Bid Distribution:

The County of Rockland officially distributes bidding documents from the Purchasing Division Office or 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 either the Purchasing Division Office or the Regional Bid

Notification System are guaranteed to receive addendum information, if such information is issued. Appendix A (Revised 08/2010) –

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

Rockland County Purchasing Division or 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: 10/19/23 COUNTY OF ROCKLAND

POMONA, NY

BY: PAUL J. BRENNAN, FNIGP,NIGP-CPP CPPO, DIRECTOR OF

PURCHASING

PLEASE MAKE COPY OF BID FOR YOUR RECORDS

https://rocklandgov/bonfirehub.com/portal 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: Uniforms-Work Clothes, Outerwear and

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

BIDDER’S CHECK LIST

Your response to the 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. If submitting your pricing via electronic bid submission please see Electronic Bid Submission Instructions for Suppliers.

FORMS

STATEMENT OF REQUIRED DISCLOSURES, REPRESENTATIONS AND

CERTIFICATIONS

Federal Contract Clauses

Experience / References form

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

Exemption

Signed Bid Acknowledgment Form

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: _____________

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

If bidding an alternate, Bidders must send a sample (size large), marked with Company

Name, Bid No. and Item No. These must be received prior to bid opening. A prepaid return label must be included if product is to be returned.

If bidding an alternate, Bidders must include spec sheet with size chart with Bid.

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

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

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

TITLE: Uniforms-Work Clothes, Outerwear and

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

Electronic Bid Submission Instructions for Suppliers

Submission Instructions for Suppliers

Please follow these instructions to submit via our Public Portal.

1. Prepare your submission materials:

Requested Information

Name Type # Files Requirement Instructions

Spec sheets with size chart if bidding an alternate

File Type: PDF

(.pdf) 1 Optional

Statement of

Disclosures

File Type: PDF

(.pdf) 1 Required

Federal

Contract

Clauses

File Type: PDF

(.pdf) 1 Required

Certificate of

Experience

File Type: PDF

(.pdf) 1 Required

Bid awarded by line (BT-

47IP)

BidTable:

Excel (.xlsx) 1 Required

You will need to fill out the provided

Response

Template for this BidTable.

The Response

Template can be downloaded from the

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

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

TITLE: Uniforms-Work Clothes, Outerwear and

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

Name Type # Files Requirement Instructions project listing on the Bonfire portal.

Valid NYS

Wkm's

Compensation and NYS

Disability

Certificates or

Attestation of

Exemption

File Type: PDF

(.pdf) 1 Optional

Valid

Certificate of

Liability

Insurance (see sample certificate which identifies the coverage and limits required as well as sample language to name the

County of

Rockland as additionally insured)

File Type: PDF

(.pdf) 1 Optional

Requested Documents:

Please note the type and number of files allowed. The maximum upload file size is 1000 MB.

Please do not embed any documents within your uploaded files, as they will not be accessible or evaluated.

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

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

TITLE: Uniforms-Work Clothes, Outerwear and

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

Requested BidTables:

The BidTable Response Templates can be obtained at https://rocklandgov.bonfirehub.com/opportunities/110503.

Please note that BidTables may take a significant amount of time to prepare.

2. Upload your submission at:

https://rocklandgov.bonfirehub.com/opportunities/110503

Your submission must be uploaded, submitted, and finalized prior to the Closing Time of Nov 14, 2023 3:00

PM EST. We strongly recommend that you give yourself sufficient time and at least ONE (1) day before

Closing Time to begin the uploading process and to finalize your submission.

Important Notes:

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

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

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

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

Need Help?

Rockland County uses a Bonfire portal for accepting and evaluating proposals digitally. Please contact Bonfire at Support@GoBonfire.com for technical questions related to your submission. You can also visit their help forum at https://vendorsupport.gobonfire.com/hc/en-us mailto:support@gobonfire.com https://vendorsupport.gobonfire.com/hc/en-us

PAGE: 6

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

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

TITLE: Uniforms-Work Clothes, Outerwear and

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

RECEIPT CONFIRMATION FORM

PLEASE COMPLETE AND RETURN THIS CONFIRMATION FORM

WITHIN 5 WORKING DAYS OF RECEIVING BID PACKAGE TO:

PAUL J. BRENNAN, FNIGP, NIGP-CPP, 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)

Signature: __________________________________________________________________

Title: __________________________________________________________________

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

PAGE: 7

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

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

TITLE: Uniforms-Work Clothes, Outerwear and

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

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: 8

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

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

TITLE: Uniforms-Work Clothes, Outerwear and

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

A Virtual Pre-Bid via Microsoft Teams will be hosted on October 27, 2023, at 11:00 am - To Participate select the link below.

Microsoft Teams Meeting Link:

1. SCOPE OF WORK

1.1. Supplier who will provide work uniforms and related items describe here in for the County of Rockland.

Uniforms shall include but are not limited to shirts, sweatshirts, pants, jackets, caps, gloves. Offeror must also have the capability to apply patches, embroidery and screen printing as requested. Supplier may be required to provide alterations as deemed necessary by the County. This contract will be used by all County Departments.

1.2. Orders will be placed on an as need basis. There will be occasions when small quantities are needed for new employees where sizes may not be stocked. There are no minimum restrictions on this contract.

1.3. Quantities listed are annual estimates. Actual quantities may be more or less.

1.4. Contract will be from December 6, 2023 through December 5, 2024 with the options to renew for three (3) additional one-year terms.

1.5. Price adjustment clause is included in this bid.

2. MINIMUM QUALIFICATIONS

2.1. At a minimum Supplier must meet or exceed the following qualifications:

2.1.1. Have been in business for a minimum of two years for sales, distribution, alterations, screen printing and embroidering of work uniforms and related items as described.

2.1.2. Have provided work uniforms and related items for government and public- sector accounts for a minimum of two years.

2.1.3. Any alterations necessary for a proper fit shall be made promptly and without additional costs to the county or for the employee whom the garment is ordered for. Alterations include but are not limited to inseam lengths.

2.1.4. Supplier must have appropriate alteration locations for work uniforms including but not limited to shirts, pants, jackets, caps, patches emblems, embroidery, silk screen-printing and related items. If alteration locations are subcontracted by the Offeror, the Offeror shall be solely responsible for the payment of all work provided by the subcontractor.

2.1.5. Subcontractors must be able to meet the delivery terms and requirements of the contract.

2.1.6. Must be able to provide any special bonding agents required for screen printing at awarded contract prices.

2.1.7. Must have an inventory warehouse that can easily service the needs of the County.

2.1.8. Must provide one point of contact to work closely with the County as an Account Manager who will manage the successful execution of the awarded contract.

2.1.9. An alternate contact in senior management, must be provided in case the Account Manager is not available to respond to the needs of the county within one business day.

2.1.10. Must provide sufficient personnel and equipment to perform and provide prompt work and in the time frame as specified.

Meeting ID: 264 928 446 96 Passcode: gskki8 https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDNlY2Q3NGEtMTE4NS00NzM5LTk5NmQtMmEwY2UyMzk0YTE2%40thread.v2/0?context=%7b%22Tid%22%3a%2223b7091d-d4a1-4811-acff-f31110db3743%22%2c%22Oid%22%3a%22fe377cd2-b696-4160-8a1a-22110403413b%22%7d velezst Typewriter

CLICK HERE TO JOIN MEETING

PAGE: 9

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

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

TITLE: Uniforms-Work Clothes, Outerwear and

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

3. INVENTORY

3.1. Bidder must maintain sufficient inventory to meet the needs of the county.

3.2. Bidder agrees that any item purchased under the Agreement and stocked by the County which subsequently becomes surplus, may be returned to Offeror for full credit, provided the material is in saleable condition. The

County will pay shipping charges resulting from returned surplus material.

4. REQUIREMENTS

4.1. If the supplier intends to submit a product equivalent to a brand name or manufacturer listed in the proposal pages, the supplier must submit detailed specifications or literature, for review. The alternate product size chart must also be provided. Bid item numbers must be added to all documents. If these details are not provided with bid, the bidder may be deemed non-responsive.

4.2. All lines in specific groups must be priced or bidder may be deemed non-responsive.

4.3. All colors listed must be available or bid may be deemed non-responsive.

4.4. If additional colors are available, but not listed, supplier must provide the color requested at contract price.

4.5. Prices, where specified, are to include sewing of patches, silkscreen printing, or embroidery as specified in the proposal pages.

4.6. Silkscreen printing, embroidery or patch application may be requested for items when they are not included in price, at an additional cost as awarded.

4.7. Patches will be supplied by the County of Rockland.

4.8. If an item or color has been discontinued by a manufacturer, the county Purchasing Department must be notified immediately, even if there is not a pending order. Supplier must not wait to notify the county until a purchase order is received.

4.9. The offered replacement of the discontinued contracted style must be sent for evaluation and approval within 5 days.

4.10. An approved alternate equivalent must be provided at the awarded contracted price.

4.11. The Supplier must receive approval from the County Purchasing Department, in writing, before the alternate can be shipped.

4.12. All samples must be sent to the Buyer in the Purchasing Department for approval and contract revision if approved.

4.13. The supplier must only ship pre-approved manufacturers and styles of garments.

4.14. No unauthorized substitutions will be allowed. Any unauthorized substitutes may be returned to the supplier at the supplier’s expense.

4.15. If an extended size is requested at time of order, the non-contract size must be offered at a price within 10% of closest smaller size.

4.16. All items shipped must be “new” material and free from any defects.

4.17. Proofs of all work must be sent for approval prior to completion for all first-time orders.

4.18. Embroidery included in price up to 15,000 stitches.

PAGE: 10

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

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

TITLE: Uniforms-Work Clothes, Outerwear and

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

5. PRICE ADJUSTMENT

5.1. The County recognizes this product or service has a price component that may have a commodity with changing costs. The Contractor/Supplier may request a Price Adjustment no more frequently than once each quarter (3-month period).

A Price Adjustment request must be made in writing and include the reason for the request, documentation supporting the request (ie, commodity increases), the current pricing, and the requested revised pricing.

The County will review the Price Adjustment request. If the Price Adjustment is deemed reasonable the

Price Adjustment request will be accepted by written acknowledgement. If the request is not accepted the County may entirely reject the request or may counter with revised pricing. In either case the

County will provide a written explanation in support of the decision.

The Director of Purchasing may use available indexes (e.g. CPI or PPI) to determine if the requested

Price Adjustment is reasonable. Typically, a Price Adjustment that exceeds 5% will not be approved unless very unusual and significant changes have occurred in the industry.

In the event industry costs decline, the County shall have the right to receive, from the Contractor, a reasonable reduction in prices/pricing that reflect such cost changes in the industry. The County will make a written request to the Contractor for a Price Adjustment in writing with supporting documentation.

6. PRICE LISTS DISCOUNTS (Lines 9-1 through 9-7 only)

6.1. A copy of current Manufacturer’s Price List of available products and/or nationally offered Vendor

Catalog w/ Price list or link to Manufacturer’s Price list must be included with the bid response if bidding on these lines. If a Manufacturer’s current price list is not provided, the bidder may be deemed non-responsive for that line only.

6.2. A link to the Manufacturer’s website showing product pictures with details and size charts must also be available.

6.3. The ordering department may request a quote for product and quantities needed. All quotes provided must provide List price- Discount- Net Price per item and delivery time after receipt of order

6.4. Contractor shall provide requesting authorized users with copies of approved price lists or manufacturer web link that shows List price, upon requests.

6.5. The county must be able to verify that price offered meets the percent discount awarded on the contract at time of order.

PAGE: 11

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

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

TITLE: Uniforms-Work Clothes, Outerwear and

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

6.6. Once awarded a contract, the percentage discount offered to authorized users, may be increased at the contractor’s option, based on individual orders, but in no instance shall the discount be lower than the awarded discount for the duration of the contract.

6.7. Upon approval of the contract by the Purchasing Director, contractors may update their product line to include new styles offered by the Manufacturer with new product pricing.

6.8. All price list updates must be approved, in writing, by the Purchasing Director before they become effective.

6.9. Any Screen printing, Embroidery or Patch application must be available at contract prices. Details will be provided at the time of quote request or purchase order.

7. DELIVERY

7.1. Time is of the essence on the delivery of all work uniforms awarded on this contract. Supplier must deliver all items on the Price Schedule, with embroidery, patches, screen printing etc. within thirty (30) business days after receipt of order. Emergencies shall be delivered within five business days after receipt of order. Alterations shall be completed and delivered within thirty (30) business days after receipt of request by the County. If there are any delays to this delivery schedule, Account Manager must notify the requesting department, in writing, immediately.

7.2. If Supplier fails to meet the delivery time, for any reason, the County may procure the work uniforms from an alternative source. If the County purchases work uniforms from an alternate source, Supplier will be responsible for any costs and charges that exceed the prices the Offeror has submitted in the proposal. If the supplier fails to deliver by the prescribed delivery time, County has the right to cancel without written notice and without liability. Failure to meet this prescribed delivery time on at least five occasions, may result in termination of

Agreement.

7.3. All order deliveries received by the County, must be accompanied by a delivery ticket or form that must include, but is not limited to the following:

7.3.1. Date of Order

7.3.2. Purchase Order Number

7.3.3. Name of the Department

7.3.4. Name of the Department Contact Person for the Order

7.3.5. Quantity of Items Ordered

7.3.6. Quantity of Items Delivered

7.3.7. Description of the Item as it appears on the Specifications.

7.3.8. Description of, if any, Back Ordered Items and Quantities

7.3.9. Date the County can expect Back Ordered Items to be Delivered.

7.4. Special custom orders must be furnished and delivered within 30 days after receipt of order. The County will not be held responsible for any standard or custom orders that are not delivered within 30 days.

7.5. Supplier is permitted to deliver partial orders.

7.6. All items delivered must meet or exceed the specifications quality level.

7.7. Any items rejected upon review, for deficient quality, will be returned by the County at the supplier’s expense for a full credit issued by the Offeror within five business days.

PAGE: 12

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

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

TITLE: Uniforms-Work Clothes, Outerwear and

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

7.8. If an alternate product, with and/or without alterations, is shipped without written authorization by the county, the items will be returned to the suppliers at the supplier’s expense.

7.9. Return labels must be provided within three days of request for return.

8. ACCOUNT MANAGEMENT

8.1. Offeror shall provide a single designated Account Manager to work closely and service the various County departments.

8.2. The Account Manager shall be responsible for, but not limited to, addressing ordering issues, complaints, delivery issues and payment issues. In the event the Account Manager is not available, the Offeror shall provide a substitute in senior management, immediately, to maintain conformance with the requirements of this

Agreement. The County shall be notified, in writing, immediately if there are any changes in account management.

8.3. Account manager will be provided a list of all authorized county department contacts.

8.4. Account manager must contact each department upon Award of the contract to discuss each Departments requirements.

8.5. Account manager must set-up a file of each department's requirements, including garment, styles, colors, County logos, patches, etc. and anything else that is required to manage the needs of each county department effectively.

8.6. Account manager must send department contact ‘proofs’ of work to be done on all orders prior to production.

8.7. If a response is not provided by the county department within 48 hours, the Account manager must notify the purchasing Department at purchasing@co.rockland.ny.us

8.8. Account manager must notify the ordering Department immediately, if any shipping delays, for any reason, beyond 30 days, are expected.

9. SUBCONTRACTOR

9.1. If the Offeror intends to subcontract a portion of this work, the Offeror shall disclose that intent in the Offeror

Questionnaire. The Offeror shall be solely responsible for the payment for all services provided under this

Agreement by the Subcontractor.

9.2. If the subcontractor is unable to execute the terms of the contract for any reason, it is the supplier’s responsibility to provide an alternate subcontractor who can process the orders as specified and in the time frame as required in the contract.

9.3. If an alternate subcontractor is not available, and the county has to find an alternate source, the county has the right to charge back the supplier for any additional costs incurred.

10. WORK UNIFORM ADDITIONS

10.1. In the event of a change in work uniform specifications and/or requirements, or if an Awarded item is discontinued by the manufacturer, and an equivalent at the contracted price is not available, resulting in the necessity for the addition of a different type or style of uniform garment that does not appear on the Pricing

Form, the Purchasing Director, at his discretion, may negotiate a mutually acceptable unit price with the Offeror.

This negotiated price shall become part of this Agreement and remain in effect for the duration of this

Agreement. The Offeror shall be responsible for submitting on company letterhead, confirmation of the negotiated price. This shall be accomplished by listing the catalog number, manufacturer and the negotiated bid mailto:purchasing@co.rockland.ny.us

PAGE: 13

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

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

TITLE: Uniforms-Work Clothes, Outerwear and

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 price. If both parties are unable to negotiate a fair and reasonable market price, the County reserves the right to solicit bids from other Offerors.

11. SAMPLES

11.1. If bidding an alternate Manufacturer product, supplier must send sample (size Large) to Purchasing Department prior to bid closing date, at no cost to the county. If the sample is not received before the bid closing, bidder may be deemed non-responsive for that item.

11.2. Several items specified, are new to the county and will require the awarded supplier to send a sample to the purchasing department within 5 days of award.

11.3. Samples must be sent to 50 Sanatorium Road, Building A, 6th Floor, Attn: Michele Phillips, Pomona NY 10970.

11.4. Samples must be clearly marked with bid item number, supplier name and include size chart, spec sheet.

11.5. Supplier must enclose a pre-paid return label for products to be returned, if not awarded. If a return label is not enclosed, the county will discard the sample accordingly.

11.6. Awarded products, will be kept by the purchasing department for department reference.

12. INVOICES

12.1. Invoices containing deviations, revisions, omissions or errors will be returned to the account manager for correction and re-submission. Offeror shall not bill or invoice items or prices that deviate at all from the Purchase

Order.

12.2. All invoices must be emailed to AP_Invoices@co.rockland.ny.us

12.3. No orders shall be processed without an authorized purchase order number.

13. CONDITIONS OF MATERIALS AND PACKAGING

13.1. All items furnished and provided must be "new" material and free from any defects. This material shall carry all standard warranties prescribed for each fabric. All items shall be prepared and packed for shipment in a manner that will prevent damage in transit. The Offeror shall enclose a packing slip referencing the purchase order number with every shipment. If requested, the Offeror shall package all orders individually in plastic wrap with the County employee's name affixed to the outside.

13.2. The Offeror shall provide pricing on manufacturer’s brands or equal as outlined in the proposal specifications.

Requests for “Approved Equals” will be submitted prior to the bid opening date and time. The County will either approve or deny the Approved Equal request. Only those Approved Equals, formally approved by the County during the bidding process will qualify for award. Bidding unapproved alternate products will deem the Offeror’s bid as nonresponsive and the bid will be disqualified from consideration.

14. COUNTY LOGOS, EMBLEMS, PATCHES, EMBROIDERY & SILK SCREENING

14.1. The County logo applied to garments shall meet the County’s standards for color, size and content. The authorized departmental representative shall approve all departmental logos prior to production. The Supplier shall contact each County department, in writing, for specific examples, specifications, design and styles of departmental logos prior to Agreement implementation. The County reserves the right to modify its logo during the Term of the Agreement. Departmental representatives will provide the Supplier with information regarding any changes to logos at the time an order is placed.

14.2. The uniform worn by County employees may have a sewn-on patch and may also have 2" x 3-1/2" American Flag patch. The Offeror shall include the cost of sewing on all emblems, patches, flags in the bid price where specified.

mailto:AP_Invoices@co.rockland.ny.us

PAGE: 14

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

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

TITLE: Uniforms-Work Clothes, Outerwear and

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

A supply of emblems shall be provided by County Departments for future orders. It is the County Department’s responsibility to procure all the emblems, patches, flags and badges. Each County Department shall supply all emblems, patches, flags, and badges with each purchase order.

14.3. For silk screening, County departments shall supply camera-ready artwork to the Offeror on disk or portable document format ("PDF"). County departments shall have final approval of any changes to camera-ready artwork. The Offeror shall indicate costs for providing silk screening and embroidery shall be in unit prices as specified.

14.4. It is the contractor’s responsibility to determine if any fabrics awarded require any special bonding agent for screen printing. Cost must be included in bid price.

15. AWARD

15.1. It is the intent of the County of Rockland to award this total bid to one vendor. Bid will be awarded to the overall lowest responsive, responsible vendor that meets the stated requirements. The County of Rockland reserves the right to award this bid on a line-by-line basis, by Category, or by Groups (as indicated below) to the lowest responsive responsible bidder(s) that meet the stated requirements.

15.1.1. The following may be awarded by Group. To be considered for an Award by Group, bidder must bid all items.

GROUPS

2-1 through 2-4

2-5 through 2-7

3-1 through 3-21

4-1 through 4-5

4-6 through 4-7

4-8 through 4-9

4-10 through 4-11 4-12 through 4-13 6-1 through 6-12 7-1 through 7-5

PAGE: 15

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

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

TITLE: Uniforms-Work Clothes, Outerwear and

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

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.

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

PAGE: 16

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

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

TITLE: Uniforms-Work Clothes, Outerwear and

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

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: 17

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

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

TITLE: Uniforms-Work Clothes, Outerwear and

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

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: 18

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

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

TITLE: Uniforms-Work Clothes, Outerwear and

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

VENDOR CLASSIFICATION

CHECK APPROPRIATE BOX

(cont’d on next page)

Commodities Delivered by

Vendor

Commodities Delivered by

Common Carrier

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

Lease / Use of

Facilities or Ground / Prop to

Others W/out Liquor

Lease / Use of Facilities or Ground for Filming

Maintenance & Repair of Buildings & Property

Type of Insurance

A Commercial General Liability (CGL) Each Occurrence

(1)

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

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

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

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

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

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

B Auto Liability – Incl Bl and PD

(AL)

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

Combined Single Limit per accident

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

Or

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

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

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

C Excess / Umbrella Liability

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

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

D Workers Compensation and Employers Liability

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

Each Employee Statutory Statutory Statutory Statutory Statutory Statutory

Each Accident Statutory Statutory Statutory Statutory Statutory Statutory

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

Each Employee Statutory Statutory Statutory Statutory Statutory Statutory

F Other-Professional Liability or errors and Omissions or Malpractice

Per Claim

Opt Owners and Contractors Protection

Each Occurrence

Aggregate

3rd Party Property Damage $1,000,000

* All Other Insurance as Required by Law

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

GL-AL GL-AL GL-AL-

EXCESS

GL-AL-

EXCESS

GL-AL-

EXCESS

PAGE: 19

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

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

TITLE: Uniforms-Work Clothes, Outerwear and

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) 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…