RFP-RC-EPC-2025-007 Online Marketplace.pdf

REQUEST FOR COMPETITIVE OFFERS

for

Online Marketplace

Issued by:

The County of Rockland

ON BEHALF OF GOVMVMT PURCHASING

COOPERATIVE

AND OTHER GOVERNMENT AGENCIES

Solicitation Number:

RCO-RC-EPC-2025-007

Competitive Offers for the above referenced solicitation number and title will be received until 3:00 PM on June 26, 2025, via electronic solicitation submission through the County’s BONFIRE Portal or at the Rockland County Purchasing Department.

PAGE: 2

COUNTY OF ROCKLAND - DGS-PURCHASING

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

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

TITLE: ONLINE MARKETPLACE ON BEHALF OF

GOVMVMT COOPERATIVE

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.

GENERAL INFORMATION

The County of Rockland, New York (“County”) (herein “Lead Public Agency”) on behalf of itself, GovMVMT Purchasing Cooperative, and all states, local governments, school districts and higher education institutions in the United States of America, and other government agencies and nonprofit organizations (herein ‘Participating Public Agencies’) intends to enter into a Master Agreement with a qualified offeror(s) for a digital Online Marketplace for the purchase of products and services (herein “Products and Services”).

1.1 Purpose

The County is seeking to provide users with an online digital marketplace to provide transactional items that may be used routinely and needed quickly to address the everyday needs of public entities.

This Request for Competitive Offer (RCO) and resulting contract award(s) is a solutions-based solicitation, meaning the County is seeking equipment, products, and/or services that meet the requirements of the RCO and that are commonly desired or are required by law or industry standards. The County is seeking an Online Marketplace solution that offers a more dynamic pricing structure to ensure the County and Participating Public Agencies are continually receiving the best value. Under a dynamic pricing model, the County anticipates that the market establishes the best value, and the County will not need to amend the contract when the market goes up or down. Additionally, by extending this contract nationwide, the benefits of this contract are not limited to the State of New York. By offering Participating Public Agencies the ability to utilize the resultant contract(s), agencies can lower costs through reducing procurement expenses, improve their compliance and reporting, and potentially support a wider range of diverse suppliers.

1.2 Objectives

▪ Provide a comprehensive competitively solicited and awarded Master Agreement offering Products and Services covered by this solicitation to Participating Public Agencies.

▪ Establish the Master Agreement as the Supplier’s primary offering to Participating Public

Agencies.

▪ Achieve cost savings for Suppliers and Participating Public Agencies through a single competitive solicitation process that reduces the Supplier’s need to respond to multiple solicitations and Public Agencies’ need to conduct their own solicitation process.

▪ Combine the aggregate purchasing volumes of Participating Public Agencies to achieve cost-effective pricing.

▪ Reduce the administrative and overhead costs of Suppliers and Participating Public Agencies through state-of-the-art ordering and delivery systems.

1.3 General Definition of Products and Services

Offerors are to propose the broadest possible selection of transactional items that could be used in and for an office, school, and /or other settings to provide Participating Public Agencies with a comprehensive offering of products and services to meet their extensive and diverse needs. Offerors are not required to provide products for all listed categories. The items listed in each category are not restrictive or exhaustive but included to provide a general

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

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

TITLE: ONLINE MARKETPLACE ON BEHALF OF

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 description of products and supplies that may be included. While all items described may be available through an award contract, the County and Participating Public Agencies may choose to limit which categories their end users have access to. All products offered must be new, unused, latest design and technology unless otherwise specified.

The response with the broadest, most comprehensive product offering will receive higher evaluation points as outlined in the evaluation criteria included in this RCO.

Category 1: Office Supplies Binders and accessories, filing and storage, calendars and planners, desk accessories and organization, pens, pencils, and markers, business forms and record keeping, labels, mail, shipping and envelopes, tape, presentation boards, staplers, paper (copy, notebooks, pads, etc., scissors, ink, toner cartridges, and all other office supplies

Category 2: Education Based Accessories, Display, Products and Related Supplies Items related to products and supplies used in an education-based setting which may include but is not limited to:

art supplies, craft products, books, lesson plans and curriculum, school equipment, white boards, blackboards, teaching material, and other related products.

Category 3: Home Kitchen, Food and Grocery Food, beverages, snack foods, cooking and baking products and equipment, bath, bedding, kitchen and dining, storage and organization and other related products, cleaning products (to include green and dye-free), carpet care products and supplies, restroom care products and supplies, waste receptables and liners, industrial tools and supplies (such as carts, dusters, brushes, spray bottles, squeegees, and gloves), rags, wipes and related supplies.

Category 4: Information Technology-Peripheral Devices and Related Products Product based supplies and solutions that involve information technology peripheral devices which may include but is not limited to: mouse, cameras, video cameras, microphone, speakers, keyboard, multifunction printers, scanners, plotters, and other related items. Items in this category should not connect to a user’s network.

Category 5: Higher Education Scientific Equipment and Lab Supplies General lab supplies, consumables and supplies, glassware and plastic ware, laboratory instruments, microscopes, scales and balances, liquid handling, chromatography, lab chemicals, spectrophotometers, filtration, safety and lab furniture and other related products and accessories.

Category 6: Clothing Outerwear, athletic wear, innerwear, belts, shoes, and other related products.

Category 7: Miscellaneous/Other Offerors are encouraged to provide products/services/solutions categories that are purchased by public agencies.

PAGE: 4

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

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

TITLE: ONLINE MARKETPLACE ON BEHALF OF

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

GOVMVMT PURCHASING COOPERATIVE

Innovative Government Services Association (IGSA) provides the GovMVMT Purchasing Cooperative (herein “GovMVMT”) assists Participating Public Agencies to reduce the cost of purchased goods through strategic sourcing that combines volumes and the purchasing power of public agencies nationwide. This is accomplished through an award of competitively solicited contracts for high quality products and services by large and well recognized public agencies (herein “Lead Public Agencies”). The contracts provide for use by not only the respective Lead Public Agency, but also by other Participating Public Agencies.

Innovative Government Services Association

IGSA is designed to provide best-in-class competitively bid contracts to public and nonprofit agencies.

The founders have a long history of providing successful programs and services in these sectors and founded IGSA to continue the non-profit mission of providing value-added programs and services while giving back to the communities that we live and work in.

GovMVMT is IGSA’s premier national cooperative purchasing program designed exclusively for public agencies and nonprofits.

Participating Public Agencies

The Supplier(s) must communicate directly with any Participating Public Agency concerning the placement of orders, issuance of the purchase order, contractual disputes, invoicing, payments, etc.

The Lead Public Agency is acting as a “Contracting Agency” for the Participating Public Agencies and shall not be held liable for any costs, damages, expenses, fees, liabilities, etc., incurred by any other Participating Public Agency. Participating Public Agency releases Lead Public Agency, ISGA/GovMVMT, and any other Participating Public Agencies, including their respective agents, directors, employees, or representatives from any acts, liabilities, damages, etc., incurred by Participating Public Agency.

Use of the Master Agreement by any Public Agency is preceded by their registration with GovMVMT as a Participating Public Agency in the GovMVMT Purchasing Cooperative program.

Registration is accomplished by Public Agencies entering into a Master Intergovernmental Cooperative Purchasing Agreement (MICPA). MICPA outlines the terms and conditions that allow access to the Lead Public Agencies’ Master Agreements. Under the terms of the MICPA, the procurement by the Participating Public Agency shall be construed in accordance with, and governed by, the laws of the state in which the Participating Public Agency resides. A copy of MICPA is attached as ‘Exhibit D’ of Section 8.0 GovMVMT Compliance Document.

By using the Master Agreement, any such Participating Public Agency agrees that it is registered with GovMVMT, whether pursuant to the terms of the MICPA or as otherwise agreed to. The terms and pricing

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

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

TITLE: ONLINE MARKETPLACE ON BEHALF OF

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 established in the resulting Master Agreement between Supplier and the Lead Public Agency will be the same as that available to Participating Public Agencies through GovMVMT.

Estimated Volume The estimated dollar volume of Products and Services purchased under the proposed Master Agreement is One Hundred Million Dollars ($100,000,000) annually at contract maturity. While no minimum volume is guaranteed to the Supplier, the estimated volume is based on the current annual volumes of the Lead Public Agency and other Participating Public Agencies that are anticipated to utilize the resulting Master Agreement to be made available to them through GOVMVMT as well as through volume growth into other Public Agencies employing a coordinated marketing approach between Supplier and GOVMVMT.

Marketing Support GOVMVMT provides marketing support for each Supplier’s products through the following:

• Sales and marketing personnel that directly promote the GOVMVMT Suppliers to Participating Public Agencies through public agency meetings, webinars, direct mail, email, online and print advertising, social media, articles, and exhibiting and presenting at national and local trade shows.

• GOVMVMT provides Suppliers government sales training, and a host of online marketing and sales management tools to effectively increase sales through GOVMVMT.

Award The County’s intent is to award this RCO solicitation as a nationwide contract to a single Supplier pursuant to New York General Municipal Law.

Offerors are advised that this solicitation does not permit multiple rounds of discussion, clarification, or negotiation with multiple offerors. Under this RCO, offerors are advised to submit their most competitive and complete technical and cost offers as part of their initial response.

The County reserves the right to award this solicitation in the manner that is in the best interest of the County.

Evaluation of Proposals Proposals will be evaluated by the Lead Public Agency in accordance with, and subject to, the relevant statutes, ordinances, rules, and regulations that govern its procurement practices.

Other Participating Public Agencies will assist the Lead Public Agency in evaluating proposals. The Supplier(s) whose response(s) affirmatively meets the requirements of this Request for Proposals and provides the best overall value will be eligible for a contract award. GOVMVMT reserves the right to make available or not make available Master Agreements awarded by a Lead Public Agency to Participating Public Agencies.

PAGE: 6

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

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

TITLE: ONLINE MARKETPLACE ON BEHALF OF

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

SCOPE OF WORK AND SPECIFICATIONS

The County of Rockland is requesting proposals for an Online Digital Marketplace to provide transactional items that may be used routinely and needed quickly to address the everyday needs of public entities, schools, and higher education.

Rockland County is looking for equipment, products, or services that align with the general requirements outlined in this RCO and are commonly sought after or mandated by local governments, law enforcement, fire and emergency services and other local government functions.

Contract Term: The initial term of this contract shall be five (5) years from the date of contract award, with the option to renew for two (2) three-year terms upon mutual written consent of the parties to the contract.

Key Event Dates:

Although subject to change, the County expects to adhere to the following time and event schedule relative to this solicitation process:

1.Solicitation Release and Local Advertising 5/29/2025 (local newspaper, BidNet, NYS Contract Reporter, DBE Good Faith)

2. National Advertising TBD

3. Pre-Bid Meeting (Virtual) 6/5/2025

4. Question Deadline 6/17/2025

5. Submission Due Date 6/26/2025 @ 3:00 PM

6. Intent to Award Notice 7/29/2025

SCOPE: The County is looking to have one or multiple online marketplaces that are able to provide a diverse range of transactional items required by the County and Participating Public Agencies. Offerors may submit for one, all, or a combination of the categories listed in Section 1.3 General Definitions of Products and Services. When submitting for one or more categories, Offerors may subcontract items. Offerors may include related solutions that are complementary to the categories and items identified in this Request for Competitive Offers (RCO).

Given the cooperative nature of this RCO, it is expected that offerors shall propose a wide array of equipment, products, and/or services at lower prices and with better value than what they would ordinarily offer to the public or to a single government entity.

In addition to specific qualifications and requirements included in this RCO, providers should offer an established, out of the box business-to-consumer ecommerce marketplace platform that fits the following requirements:

• Is designed as a B2C (Business to Consumer) platform to connect one or more sellers to multiple buyers

• An established and demonstrated methodology for showing prices are generally below retail prices

• Offers the ability to make payments through the platform or to a centralized account receivable function via credit card functionality

• Offers a wide variety of products in multiple commodity groups with the awarded categories

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

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

TITLE: ONLINE MARKETPLACE ON BEHALF OF

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 focus on quick delivery with the majority of products being available to be delivered to users within three

(3) days

• A central point of contact for customer service, delivery, or account issues

Preferences for platforms include:

• Out of the box analytics/reporting dashboard and capabilities that are part of the platform

• Multi-User Accounts and Groups

• Customizable workflow and governance capabilities in the platform to allow:

o All administrators to restrict products or commodities depending on organizational internal policies and procedures o Full revision history of changes made and who made the workflow o Spend controls

• Other capabilities o Secure login o Online catalog of items o Access to online order history o Mobile enabled site o Payment methods (Purchase Order (PO) or credit card) o Standard reporting o Freight selection o Online sample request form o Product images (high resolution) associated with each item

PRICING:

All offerors must provide the following:

• Pricing based on their marketplace model.

• Proposed shipping methods.

• The Offeror shall provide access to proposed Online Marketplace via user ID and password or via a hyperlink for use during pricing evaluation that provides access to dynamic marketplace pricing, inventory levels, market trends and product comparisons.

Offerors are highly encouraged to include in their proposal a description of any significant task not listed in the Scope of Services which they know to be necessary under the proposed contract.

Volume Discounts:

Offers shall describe any additional volume discounts or rebates for large orders, annual spend, etc.

PAGE: 8

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

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

TITLE: ONLINE MARKETPLACE ON BEHALF OF

REQUEST FOR COMPETITIVE OFFERS – BEST VALUE AWARD

ELECTRONIC BID SUBMISSION ENCOURAGED

Competitive Offers may be submitted electronically through the County’s BONFIRE Solicitation 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)

Competitive Offers for the above referenced solicitation number and title will be received until 3:00 PM on June 26, 2025 via electronic solicitation submission through the County’s Bonfire Portal at that time all offers will be publicly opened and read.

Specifications and offer 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 offers be submitted in advance, at least one day prior to the specified date and time to allow for a timely receipt. LATE OFFERS will NOT be considered.

PRE-BID MEETING:

A virtual pre-bid meeting will be held via Microsoft Teams as detailed below. To attend please select the link on the date and time scheduled.

LINK: DATE: June 5, 2025, at 2:00 PM

TERMS: The initial term of this contract shall be five (5) years from the date of contract award, with the option to renew for two (2) three-year terms upon mutual written consent of the parties to the contract.

DELIVERY: Prices are to be quoted F.O.B. DESTINATION, FREIGHT PREPAID AND ALLOWED with deliveries to be made to: Throughout New York State or Nationally as defined in the Scope of Work.

IMPORTANT NOTICE – Solicitation Distribution:

The County of Rockland officially distributes solicitation documents from the Purchasing Division Office or through the BidNet Direct System. Copies of solicitation documents obtained from any other source are not considered official copies. Only those vendors who obtain solicitation 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 Competitive Offer 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 County of Rockland reserves the right to reject any and all offers and to accept any offer or offers as submitted, or as modified, which in the opinion of the undersigned will be in the best interests of the County of Rockland.

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.

https://rocklandgov/bonfirehub.com/portal http://www.bidnetdirect.com/ https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTc4ODQ3ZGYtNDg3MS00NWFkLWE4NWMtN2U4MmM0ZGY0NTUy%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 pabond Typewriter

CLICK HERE TO JOIN MEETING

pabond Typewriter Meeting ID: 299 168 166 898 1 Passcode: iy9gu7oW

PAGE: 9

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

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

TITLE: ONLINE MARKETPLACE ON BEHALF OF

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

OFFEROR’S CHECK LIST

Your response to the above-mentioned solicitation may be considered unresponsive and may be rejected if the following forms are not included at the time of the solicitation opening please see Electronic Solicitation 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 Solicitation Acknowledgment Form

SOLICITATION DEPOSIT

SOLICITATION 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

Exhibit A – Questionnaire for National Consideration

Exhibit B – Suppliers Response

Exhibit C – Administration Agreement

Exhibit D – Master Intergovernmental Cooperative Purchasing Agreement

Exhibit F – Federal Funds Contract Provisions

Exhibit G – FEMA Contract Provisions

Exhibit H – New Jersey Business Compliance

PAGE: 10

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

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

TITLE: ONLINE MARKETPLACE ON BEHALF OF

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

THESE FORMS ARE UPLOADED AS SEPARATE ATTACHMENTS

BIDDER MUST DOWNLOADED THESE FORMS AND SUBMIT COMPLETED FORMS.

FORMS ARE TO BE INITIALED, SIGNED, NOTARIZED WHERE REQUIRED AND UPLOADED WITH YOUR BID

SUBISSION

FAILURE TO COMPLY MAY RESULT IN YOUR BID BEING DEEMED NON-RESPONSIVE AND REMOVED FROM

CONSIDERATION FOR AWARD

ALL QUESTIONS PERTAINING TO THIS SOLICITATION

MUST BE SUBMITTED IN WRITING.

Questions are to be submitted via email to purchasing@co.rockland.ny.us. The solicitation number must appear in the subject line of the email communication.

Unless specified, all questions must be received no later than seven (7) days from the specified date and time of the closing date.

The County reserves the right to award this solicitation in the manner that is in the best interest of the County.

Insurance Requirements: NOTICE: Insurance requirements for specific purchases may vary depending on the products/services being purchased. It is the responsibility of the Authorized User/Participating Agency to obtain proof of insurance coverage from the supplier, that is required by their entity. Please refer to the Insurance Coverage Matrix included in this solicitation that identifies examples of insurance coverage that may be required.

Authorized Users/Participating Entities should obtain insurance certificates from the supplier for their required coverages and limits.

mailto:purchasing@co.rockland.ny.us

PAGE: 11

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

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

TITLE: ONLINE MARKETPLACE ON BEHALF OF

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

OFFER RESPONSE FORMAT

All Offers must include:

• Executive Summary - The one or two-page executive summary is to briefly describe the offeror's proposal.

This summary should highlight the major features of the proposal. It must indicate any requirements that cannot be met by the offeror. The reader should be able to determine the essence of the proposal by reading the executive summary.

• Product Information/Service Capability

a. Provide website address that lists all products and services, and associated items, that can be provided by Proposer under this contract.

b. Provide detailed information on service capability.

c. Provide available payment terms and payment methods – purchase order, credit card

(Procurement card), etc. If credit cards are accepted, may credit card payment(s) be made online?

d. Describe your company’s web portal/e-procurement capabilities

e. Describe your company’s Quality Assurance/Quality Control processes for tangible products, online offerings, and customer service.

f. Describe your company’s level of service as it relates to customer service, shipping, lead times, warranties, returns, and order placement.

• GovMVMT Compliance Documentation Provide all required information and completed documents in Attachment A.

• Cost Proposal Offer.

a. Pricing based on their marketplace model.

b. Proposed shipping methods.

a. The Offeror shall provide access to proposed Online Marketplace via user ID and password or via a hyperlink for use during pricing evaluation that provides access to dynamic marketplace pricing, inventory levels, market trends and product comparisons.

• Detailed Response - Detailed Response. This section must constitute the major portion of the proposal and must contain at least the following information:

▪ Narrative Response Questions provided as part of this solicitation must be answered in the order provided as part of the Detailed Response.

▪ Specifically accept the Empire Procure Connect Terms and Conditions and the Supplier Convenience Fee

▪ Past and Present Performance Information Form for a minimum of three references.

• Value-Added Considerations - Offeror may include any relevant services or products that will be provided to the County which are not specifically priced in their proposal; but which enhance the Offeror’s proposal.

PAGE: 12

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

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

TITLE: ONLINE MARKETPLACE ON BEHALF OF

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

• Required Forms - Uploaded Separately on BonFire. The Statement of Required Disclosures, Representations and Certifications shall be completed and uploaded as separate pdf. file on the Bonfire Portal and includes:

a. Affidavit of non-collusion

b. Affidavit of Disclosure of Political Contributions

c. Certification Regarding Affirmative Action Plan

d. Business Dealings in Northern Ireland

e. Past and Present Performance Information Form for a minimum of three references

f. Disclosure of Supplier Responsibility Statement

g. Supplier Information Page

h. Certification Regarding Boycott, Divest and Sanctions (BDS) activities

i. Federal Contract Clauses

Narrative Response Questions

1. Company Background and Experience

• How long has your company been providing an Online Marketplace for the purchase of Products and Services?

• Can you provide examples of similar projects where you’ve supplied an Online Marketplace for the purchase of Products and Services to public agencies through a cooperative contract?

2. Product and Solution Offering

• Fully describe your product/solution offering including pricing methodology

3. Technical Specifications and Compliance

• Demonstrate the proposed solution’s ability to meet the technical requirements of the RCO.

4. Support and Maintenance

• What is your approach to providing ongoing technical support, service, and warranty services?

• Do you offer 24/7 support?

• Please describe your support model.

5. Implementation and Training

• What is your proposed timeline for delivery, installation, and testing of the products and/or services?

• Can you provide details on the training program you offer for the products or services offered, including user and technical support staff training?

6. Innovation and Futureproofing

• How does your company account for future technological advancements or changes in in the marketplace?

PAGE: 13

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

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

TITLE: ONLINE MARKETPLACE ON BEHALF OF

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

REQUEST FOR COMPETITIVE OFFERS – BEST VALUE AWARD PROCEDURES

All purchase contracts of the County of Rockland to be awarded by Best Value shall be awarded by a Request for Competitive Offers. For this purpose, the term "purchase contract" includes contracts for commodities, materials, supplies, equipment and service work, but excludes contracts necessary for the completion of a public works contract covered by the prevailing wage provisions of article 8 of the Labor Law, such as for building construction.

If Minority and Women-owned Business Enterprise ("MWBE"), Small Business or Non-Profit status requirements are of a concern to the County regarding procurement; or if the funding source (Federal or State) prefers the Best Value Award methodology; the Best Value award methodology may be used.

EVALUATION CRITERIA FOR THIS SOLICITATION

Criteria Points Cost Offer – Offers will be evaluated based on overall pricing structure, including discounts on products and services, volume discount offers, and any cost saving initiatives proposed.

Detailed Response – Completed Questionnaire. Offeror’s products and/or services compliance to the Scope of Work and Specifications.

Product Options – Offers will be evaluated based on product options/ variety/ availability, and service capability.

MWBE Participation – Is the bidder a NYS Certified MWBE or does the bidder have Resellers that are NYS Certified MWBEs

Executive Summary demonstrates a clear understanding of the solicitation requirements, and that the Offeror can provide a well-structured response.

National Cooperative Purchasing – GovMVMT Minimum Requirements (Supplier Qualifications, Supplier Worksheet, Supplier Information, All Exhibits (A-I) and other requirements of Attachment A

Value-Added Considerations – Offer provides extra value beyond the core requirements of the solicitation.

Total available points 1000

Use of Market Basket for Evaluation

To assist in the evaluation of proposals, the County will utilize a representative Market Basket consisting of approximately 50 items to assess each Offeror’s proposal under the following criteria:

• Cost Offer – The Market Basket will be used to evaluate the Offeror’s overall pricing structure, including product pricing, discounts on products and services, volume discount offerings, and any proposed cost-saving initiatives.

• Product Options – The Market Basket will also be used to evaluate the variety, availability, and breadth of product options available through the Offeror’s proposed online marketplace.

PAGE: 14

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

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

TITLE: ONLINE MARKETPLACE ON BEHALF OF

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

Offerors are required to provide the County with access credentials (e.g., a temporary username and password) to a fully functional version of their proposed online marketplace platform. This access must permit County evaluators to search for products, view pricing, and assess product availability and features as part of the Market Basket evaluation.

Failure to provide timely and unrestricted access to the online marketplace for evaluation purposes may result in a reduced score or disqualification under the affected evaluation criteria. The County reserves the right to clarify, verify, or supplement information obtained through the marketplace during the evaluation process.

COST BENEFIT ANALYSIS REQUIRED

The decision to award a contract on the basis of best value must be based on objective and quantifiable analysis.

such as a cost-benefit analysis, whenever possible. In evaluating and determining whether to accept a higher priced offer, the Purchasing Division and County Department shall use a cost-benefit analysis to show quantifiable value or savings from non-price factors that offset the price differential of the lower price offers.

AWARD

The submission of an Offer implies the Offeror’s acceptance of the evaluation criteria and the Offeror’s acknowledgment that subjective judgments must be made by the evaluation committee. Award of any contract shall be made to the responsible Offeror, whose Offer is determined to provide the Best Value to the County.

Award(s) may be made to the highest scoring Offeror(s) resulting from the evaluation procedure described above.

The County reserves the right to: accept other than the lowest priced offer, waive any informality, or reject any or all bids, with or without advertising for new bids, if in the best interest of the County.

PAGE: 15

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

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

TITLE: ONLINE MARKETPLACE ON BEHALF OF

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 Offer 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

Statement of

Disclosures

File Type: PDF

(.pdf) 1 Required

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

Exhibit A -

Questionnaire for

File Type: PDF

(.pdf) Multiple Required

PAGE: 16

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

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

TITLE: ONLINE MARKETPLACE ON BEHALF OF

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

National

Consideration

Exhibit B -

Suppliers

Response

File Type: PDF

(.pdf) Multiple Required

Exhibit C -

Administration

Agreement

File Type: PDF

(.pdf) Multiple Required

Exhibit D - Master

Intergovernmental

Cooperative

Purchasing

Agreement

File Type: PDF

(.pdf) Multiple Required

Exhibit F - Federal

Funds Contract

Clauses

File Type: PDF

(.pdf) Multiple Required

Exhibit G - FEMA

Contract

Provisions

File Type: PDF

(.pdf) Multiple Required

Exhibit H - New

Jersey Business

Compliance

File Type: PDF

(.pdf) Multiple Required

Detailed Proposal

Response Per

Pages 11-12 of the

RCO Document

File Type: PDF

(.pdf) Multiple Required

PAGE: 17

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

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

TITLE: ONLINE MARKETPLACE ON BEHALF OF

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

Commodity Codes

Commodity Set Commodity Code Title Description

NIGP 175

Chemical

Laboratory

Equipment And

Supplies

NIGP 200

Clothing: Athletic, Casual, Dress, Uniform, Weather

And Work Related

NIGP 204

Computer

Hardware And

Peripherals For

Microcomputers

NIGP 393

Foods: Staple

Grocery And

Grocer'S

Miscellaneous

Items

NIGP 485

Janitorial Supplies, General Line

NIGP 600

Office Machines, Equipment, And

Accessories

NIGP 615

Office Supplies, General

PAGE: 18

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

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

TITLE: ONLINE MARKETPLACE ON BEHALF OF

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

Commodity Set Commodity Code Title Description

NIGP 17553

Laboratory

Equipment, General

NIGP 20010 Athletic Clothing

NIGP 20040

Laboratory

Clothing, All Kinds

(See 175-03 for

Aprons and

Gloves)

NIGP 20314

Battery Chargers, Computer and

Peripheral, Environmentally

Certified Products

NIGP 20882

Scientific, Statistical, Engineering, Mathematical, and

Mapping Software, Including

Photogrammetry, Microcomputer

NIGP 24063

Kitchen Utensils;

Small: Basters, Corers, Ladles, Pastry and

Vegetable

Brushes, Peelers, PAGE: 19

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

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

TITLE: ONLINE MARKETPLACE ON BEHALF OF

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

Commodity Set Commodity Code Title Description

Scoops, Tongs, Turners, etc.

NIGP 49043

Laboratory and

Scientific

Equipment and

Supplies (Not

Otherwise

Classified)

NIGP 80562

Physical Education

Equipment, Adaptive: Body

Alignment

Wedges, Mobile

Mats, Stimulation

Boards, Straddle

Seats, Vestibular

Boards, etc.

NIGP 20898

(CTE) Education &

Training

Instructional

Supplies/Materials

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.

2. Upload your submission at:

https://rocklandgov.bonfirehub.com/opportunities/188561 https://rocklandgov.bonfirehub.com/opportunities/188561

PAGE: 20

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

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

TITLE: ONLINE MARKETPLACE ON BEHALF OF

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

Your submission must be uploaded, submitted, and finalized prior to the Closing Time of Jun 26, 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

PAGE: 21

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

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

TITLE: ONLINE MARKETPLACE ON BEHALF OF

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: 22

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

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

TITLE: ONLINE MARKETPLACE ON BEHALF OF

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 UNITED STATES AGENCIES, OTHER STATES AND POLITICAL

SUBDIVSIONS THEREIN, LOCAL GOVERNMENTS, SCHOOL DISTRICTS,

AND NON-PROFIT AGENCIES

As per the New York State General Municipal Law, § 103(3) all political subdivisions of New York State are allowed to make purchases through the resulting contract(s). As per Rockland County Procurement Policy § 140-13, the United States of America or any agency thereof, any state, or any other political subdivision or district therein and certain 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 the Empire Procure Connect Marketplace.

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: 23

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

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

TITLE: ONLINE MARKETPLACE ON BEHALF OF

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.

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…