RFB-RC-2025-112 -Rescue Boat-RC Sheriff Marine Unit.pdf

G:\2015 BIDS\RFB-RC-2015-096 29Foot Full Cabin Patrol-Rescue Boat\RFB-RC-2015-096.doc

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.

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COUNTY OF ROCKLAND - DGS-PURCHASING

BLDG. A., 2ND FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

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

TITLE: Rescue Boat-R.C. Sheriff Marine Unit BID NUMBER: RFB-RC-2025-112

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 October 28, 2025, 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: One Time Buy

DELIVERY: AS SPECIFIED

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

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: 9/17/25 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/

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

PAGE: 2

BLDG. A., 2ND FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

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

TITLE: Rescue Boat-R.C. Sheriff Marine Unit BID NUMBER: RFB-RC-2025-112

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

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

Samples and/or Specifications as required

Bidders must send materials marked with Company Name, Bid No. and Item No. on bid when bidding on or equal items. These must be received prior to bid opening.

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

OTHER: Manufacturer’s Retail price List

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

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BLDG. A., 2ND FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

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

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

Whaly

Manufacturer's

Retail Price

List

File Type: PDF

(.pdf) Multiple Required

Statement of

Disclosures

File Type: PDF

(.pdf) 1 Required

Certificate of

Experience

File Type: PDF

(.pdf) 1 Required

Rescue Boat-

RC Sheriff

Marine Unit

(BT-56BJ)

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 project listing

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

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BLDG. A., 2ND FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

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

TITLE: Rescue Boat-R.C. Sheriff Marine Unit BID NUMBER: RFB-RC-2025-112

Name Type # Files Requirement Instructions 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

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

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BLDG. A., 2ND FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

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

Commodity Codes

Commodity Set Commodity Code Title Description

NIGP 12021

Boats, 21 Feet and

Under

NIGP 12023

Boats, Over 21

Feet, Including

Ferries

NIGP 12063

Motors, Outboard, Gasoline

NIGP 12090 Trailers, Boat

NIGP 95924

Boats and Motors

Maintenance and

Repair

NIGP 95934

Construction

Services: Boats, Barges, Ferries, Ships, etc.

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.

Requested BidTables:

The BidTable Response Templates can be obtained at https://rocklandgov.bonfirehub.com/opportunities/202382.

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

https://rocklandgov.bonfirehub.com/opportunities/202382

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

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BLDG. A., 2ND FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

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

2. Upload your submission at:

Your submission must be uploaded, submitted, and finalized prior to the Closing Time of Oct 28, 2025 3:00 PM

EDT. 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

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

PAGE: 7

BLDG. A., 2ND FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

RECEIPT CONFIRMATION FORM

PLEASE COMPLETE AND RETURN THIS CONFIRMATION FORM WITHIN 5

WORKING DAYS OF RECEIVING BID PACKAGE TO:

PAUL J. BRENNAN, FNIGP, 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)

Is your firm:

NYS Certified MWBE or

Service-Disabled Veteran Own Business

Signature: __________________________________________________________________

Title: __________________________________________________________________

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

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

PAGE: 8

BLDG. A., 2ND FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

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

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.

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

PAGE: 9

BLDG. A., 2ND FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

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

SPECIFICATIONS

1. SCOPE

1.1 The Rockland County Sheriff’s Department is seeking bids to purchase one (1) new WHALY R500

Rescue boat, Yamaha motor and trailer or equivalent to perform river patrol and search & rescue operations. A qualified manufacturer would be one who has been building law enforcement patrol and rescue boats for over three consecutive years. No prototypes or experimental boats will be accepted. The

County requires a polyethylene vessel that can successfully and safely perform a variety of missions in the following environmental conditions.

1.2 Law enforcement patrols generally consist of: vessel inspections for both commercial and recreational boating, accident investigation and assistance, commercial conflicts, and trespass issues. Search &

Rescue/assistance issues can range from very minor to major events. We often will have divers, EMT’s, and Law Enforcement Personnel on the vessel at the same time. These SAR/assist generally consist of, capsizing, over-due vessels, groundings, and plane crashes.

1.3 The vendor shall deliver the motor boat and trailer F.O.B. to the Rockland County Sheriff’s

Department Marine Unit, C/O Patsy’s Bay Marina, Beach Road, Stony Point, NY 10980 by appointment and during normal business hours Monday through Friday between 9am and 5pm. Delivery shall be within 90 days of awarding the bid. The awarded vendor shall contact Capt. Omar Munoz at

845-638-5962 for the delivery appointment.

1.4 The equipment furnished must be the latest improved model in current production offered to commercial trade and shall be of quality workmanship and material. The bidder represents that all equipment offered under this specification must be new. No demonstrator or used models will be accepted.

1.5 All parts which are necessary for the unit to be completely assembled and ready for operation or which are normally furnished as standard equipment are to be included. All parts and equipment must conform in strength, quality and workmanship to the accepted standards of the industry.

1.6 Rockland County may require product testing prior to award to determine product suitability if alternate model is bid.

1.7 Any questions regarding the technical specifications must be submitted in writing to purchasing@co.rockland.ny.us or by fax to 845-364-3809. All questions must be submitted by close of business 72 hours prior to the bid opening date.

2. EQUIPMENT

2.1 These are the minimum requirements. This RFB is designed to provide interested Bidders with sufficient basic information to submit their bid meeting the outlined minimum requirements but is not intended to limit a mailto:purchasing@co.rockland.ny.us

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

PAGE: 10

BLDG. A., 2ND FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

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

TITLE: Rescue Boat-R.C. Sheriff Marine Unit BID NUMBER: RFB-RC-2025-112 proposal’s content or exclude any relevant or essential data. Bidders are at liberty and are encouraged to expand upon the specifications to evidence the submitted boats service capability.

2.2 Where specific manufacturers and models are specified, “or equal” products will be considered provided there is no sacrifice of function, durability, or ease of use and repair. Deviations shall be described by the bidder in the specification’s pages and the County of Rockland shall be the sole judge of suitability.

3. WARRANTY

3.1 The vendor shall provide a warranty (for government use), a copy of which shall be submitted with the bid and shall at a minimum include:

• 3 -year warranty form date of delivery on hull/structural integrity of the boat

• 1- year warranty form the date of delivery on accessories/components manufactured by the boat manufacturer

• 3 -year manufacturers’ warranty on engines from date of delivery.

4. REPAIR AND SERVICE.

4.1 The vendor shall be an authorized dealer and authorized to perform warranty repairs. All warranty services are to be performed on site. The vendor assumes all costs associated with such warranty work to be performed.

5. CATALOGUES, OWNERS/PARTS MANUALS

5.1 Vendor shall supply one copy of printed instruction booklets/owner manuals/operations manuals for the boat, motors, trailer, electronic equipment and other accessories.

6. APPROVED EQUAL OR EQUIVALENT PRODUCTS

6.1 At any time during this procurement up to the time specified (October 23, 2025) Bidders may request, in writing, a clarification or interpretation of any aspect to any requirement of the solicitation or any addenda to the solicitation.

6.2 The County of Rockland Purchasing Division or Sheriff’s Department will not respond to oral requests except those made at any Prebid conference, which shall be tentative responses. Any oral response at a pre-bid conference which is not confirmed by an addendum shall not be official or binding on the County of Rockland.

6.3 Any request for a change to any requirement of the Contract documents must be fully supported with technical data, test results, or other pertinent information evidencing that the exception will result in a condition equal to or better than that required by the RFB, without substantial increase in cost or time requirements. Any responses to such written requests shall be provided by the County of Rockland in the form of addenda only. Only written responses provided as the addenda shall be official and all other forms of communication with any officer, employee or agent of the County of Rockland shall not be binding.

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

PAGE: 11

BLDG. A., 2ND FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

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

TITLE: Rescue Boat-R.C. Sheriff Marine Unit BID NUMBER: RFB-RC-2025-112

6.4 If submitting an equivalent or approved equal, bidder must submit two (2) copies of brochures with detailed specifications.

6.5 In the event that an alternate is bid, the County of Rockland reserves the right to request a demonstration of the specific model bid. Failure to furnish the demonstration within 30 days of request would render the bid for that item as non-responsive.

7. PRICE/DELIVERY

7.1 Bid prices must be in US Dollars and must include delivery and all other costs required by this bid invitation.

Special charges, surcharges or fuel charges of any kind (by whatever name) may not be added on at any time.

Any and all charges must be built into your bid price at the time of the bid

8. AWARD

8.1 Award of this bid will be made to the lowest responsive, responsible bidder whose bid complies with all of the specifications. The County of Rockland reserves the right to waive or to reject any or all proposals and may re-advertise for new proposals, if it is in the best interest of the County. The County requires any and all bidders to present evidence of experience and ability to supply and warrant the specified rescue boat.

9. INTENT OF SPECIFICATIONS

9.1 It shall be the intent of these specifications to cover the furnishing and delivery of a complete rescue boat as specified. These specifications cover the primary requirements as to the type of construction and the specific outfitting to which the bidder shall conform. The vessel must be manufactured in accordance with United

Sates Coast Guard (USCG) & National Marine Manufacturers Association (NMMA) guidelines.

9.2 Bids must be based on a design furnished to the bidder by a professional boat design firm with at least 3 years’ experience designing patrol/rescue boats of 21’ length and under. Furthermore, each bidder shall provide at least 5 customer references applicable to quality of product, timeliness of delivery and commitment to product.

9.3 Each bid shall be accompanied by a detailed description of the boat and equipment proposed and to which the boat furnished under the contract shall conform. These specifications shall indicate size, type, model, and make of all component parts and equipment. Any exceptions to the specifications herein shall be specifically and clearly noted bidder.

9.4 The specification page must be submitted with your bid marking each line COMPLY or ALTERNATE

SPECIFICATION”. Vendors submitted exact model shall also include these pages with their bid.

The Minimum Specifications are detailed on the following pages. Bidder is to mark Comply or List

Alternative Specification for each line item.

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

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BLDG. A., 2ND FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

MINIMUM SPECIFICATIONS / REQUIREMENTS

BIDDER TO NOTE COMPLY OR LIST

ALTERNATIVE SPECIFICATION

Whaly R500 Rescue Boat

Wally 500R Rescue Boat -Polyethylene 16ft with large console mounted starboard side Including: marine battery with switch and onboard charger dual power point, Weather deck waterproof 8 position switch,3 red perimeter lights, fuse block, negative buss bar -Operators seat centered on steering wheel, mounted on platform across aft of boat

Whaly XL Stainless navigation arch Including:

LED navigation lights, VHF antenna mount,6 5050 lumen flood lights (2 forward, 2 aft,1 port, 1 starboard, mini light bar (color TBD)

Whaly large seat/storage boxes (two) 1 mounted port Rear quarter, 1 not mounted

5 interior work lights 3 red, 2 white wired to console

4-fold down cleats (mounted at 4 corners) front 2 with cleats

Yamaha 70 HP outboard with 13 pitch propeller and Stainless-Steel Prop Guard, 6 Gallon Marine Gas tank

Whelen hands free siren with Whelan SA315 speaker (mounted)

Mooring Cover- Custom – Sunbrella fabric- Color TBD

Lettering on both sides TBD

Load Rite 16170076DWT trailer Loadrite or

Approved Equal

PAGE: 13

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

TITLE:

RFB -RC-2025-011

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.

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: 14

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

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: 15

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

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: 16

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

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

Cont’d on next page

PAGE: 17

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

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

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

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

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

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

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

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

PAGE: 18

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

INFORMATION TO BIDDERS

OBLIGATION OF BIDDERS

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

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

AWARD OF CONTRACT

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

The county reserves the right to award this contract either on an item-by -item basis or as a total award of all items in combination.

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

Award may be made on the remaining items. The acceptance or rejection of an unbalanced bid must be at the sole discretion of the County.

INSURANCE & BONDS

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

NONRESTRICTIVE USE OF BRAND NAME OR EQUAL SPECIFICATIONS

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

FORM OF PROPOSAL

All proposals must be made upon forms furnished by the Director of Purchasing of the County of Rockland and must be contained in sealed envelopes addressed to PAUL J. BRENNAN, CPPO, Director of Purchasing, County of Rockland, DGS

- Purchasing, Bldg. A, 6th Floor, 50 Sanatorium Road, Pomona, NY 10970. Form of proposal as issued by the county must be completely filled in, in ink or typing. No bid will be accepted which contains any changes, additions, omissions or erasures.

EXPERIENCE

Bidder must submit with the proposal a Certificate of Experience for the past three (3) years. Certificate of Experience is included in these documents, if applicable.

PAGE: 19

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

INFORMATION TO BIDDERS cont’d

EXCULPATORY CLAUSE

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

AMERICANS WITH DISABILITIES

“The County of Rockland is committed to full compliance with the Americans with Disabilities Act. To that end, the County is committed to creating an accessible environment for all. To request accommodations that you may require, please call Ann Marie Curley at (845) 364-3820. Please request these accommodations four (4) business days in advance so that we can seek to meet your needs.”

NOTICE TO BIDDER

APPENDIX A

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

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

PAGE: 20

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

VENDORS NAME: _______________________________________________________________________

NON-BIDDER’S RESPONSE

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

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

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

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

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

_____ Quantities too Small.

_____ Insufficient time allowed for preparation of bid.

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

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

_____ OTHER: _____________________________________________________________________

Thank you for your participation in this bid.

PAGE: 21

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

ALL QUESTIONS PERTAINING TO THIS SOLICITATION MUST BE

SUBMITTED IN WRITING.

Questions shall be emailed to purchasing@co.rockland.ny.us and addressed to Paul J. Brennan, FNIGP, NIGP-CPP, CPPO, Director of Purchasing. The Solicitation Number must appear in the subject line of the email communication. All questions must be submitted within five (5) business days prior to the scheduled close date and time of the solicitation.

mailto:purchasing@co.rockland.ny.us

PAGE: 22

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

STATEMENT OF REQUIRED

DISCLOSURES, REPRESENTATIONS AND CERTIFICATIONS

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

Name of the Reporting Entity:

Address: ________________________________________________________________

Remit to Address if different from above:

FID No.: _________________________________

Name of Individual Completing this form: ____________________________________

Title/Position: ____________________________________________________________

Telephone Number: (_________)______________________

Telefax Number:__ _________________________________

EMAIL…