RFQ-RC-2025-149 SPECIFICATIONS.pdf

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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:

CALENDARS AND DIARIES 2026

RFQ NUMBER:

RFQ-RC-2025-149

SPECIFICATIONS

Introduction: County of Rockland is looking for pricing for 2026 calendars and diaries manufactured by AT-A-GLANCE brand name. These items are to be ordered by several County of

Rockland agencies and other political subdivisions on as needed basis. List of items is available electronically.

Pricing for this solicitation is to be entered on our electronic platform at www.bidnetdirect.com.

TERM: Firm pricing valid through December 31, 2026

DELIVERY: VARIOUS LOCATIONS IN THE COUNTY OF ROCKLAND.

Prices are to be quoted F.O.B. DESTINATION, FREIGHT PREPAID AND ALLOWED with deliveries to be made inside building to the Ship to address on the Purchase orders.

DETAIL SPECIFICATIONS:

• INSIDE DELIVERY REQUIRED.

• ALL ORDERS WILL BE PLACED AS SOON AS AWARD IS MADE.

• PRICING SHALL INCLUDE SHIPPING COST.

• QUANTITIES IN LINE-ITEM DESCRIPTION IS BASED ON 2025 PURCHASES. COUNTY OF

ROCKLAND HAS A USAGE OF $12,842.63 FOR 2025 CALENDARS ITEMS. USAGE CAN BE

INCREASED OR DECREASE BASED ON COUNTY’S CURRENT NEEDS.

• SOME ITEMS WILL BE AWARDED AS A GROUP.

• EACH PURCHASE ORDER MUST BE DELIVERED SEPARATELY- SHIPMENT CAN NOT BE

COMBINED BASED ON SAME LOCATION.

• ALL CALANDERS TO BE FOR YEAR 2026

• DEPARTMENTS/AGENCIES WILL BE ORDERING INDIVIDUALLY FROM THE

AWARDED VENDOR UNDER THIS QUOTATION REFERENCE.

• COUNTY HAS THE RIGHT TO INCREASE/DECREASE THE QUANTITY OF EACH ITEM BASED

ON DEPARTMENTS NEEDS.

• MINIMUM QUANTITY REQUIREMENT WILL NOT BE ACCEPTED

• THIS CONTRACT MAY BE PIGGY BACKABLE BY OTHER NON PROFIT AGENCIES OR OTHER

POLITICAL SUBDIVISIONS.

• INSURANCE IS REQUIRED UPON AWARD WITHIN 5 BUSINESS DAYS OF AN AWARD.

• STATEMENT OF DISCLOSURE IS A MANDATORY DOCUMENT WITH QUOTE SUBMISSION

TO BE CONSIDERED FOR AN AWARD.

AWARD

Award will be made to the lowest responsive responsible bidder as a whole meeting the stated requirements.

http://www.bidnetdirect.com/

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

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

TITLE:

CALENDARS AND DIARIES 2026

PURCHASES BY NON PROFIT AGENCIES

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 non profit agencies through our website: www.rcpurchasing.com

2. Any 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 non profit agency for which the purchase was made.

4. 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 Rockland County non profit agency 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.

5. 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 political subdivisions or Rockland County non profit agencies.

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

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

TITLE:

CALENDARS AND DIARIES 2026

INSURANCE: THE RFQ 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 shall, 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 shall 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 shall be or become unsatisfactory to the County, as to form or substance, or if a company issuing any such policy shall be or become unsatisfactory to the County, the CONTRACTOR OR CONSULTANT shall 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

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

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

TITLE:

CALENDARS AND DIARIES 2026

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.

The ACORD Certificate of Insurance shall 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 shall 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 shall 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 shall 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

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

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

TITLE:

CALENDARS AND DIARIES 2026

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 shall contain the Solicitation Number and Title.

mailto:Certificates@wcb.state.ny.us?subject=Obtaining%20a%20C-105.2%20Certificate

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

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

TITLE:

CALENDARS AND DIARIES 2026

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 shall 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.state.ny.us/content/main/forms/AllForms.jsp

EMPLOYERS LIABILITY with minimum statutory requirements

All policies of the Contractor or Consultant shall be endorsed to contain the following clauses:

(a) Insurers shall 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 shall 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, shall not apply to the County of Rockland.

All contractual insurance requirements in any contract between the Contractor or

Consultant and the County shall contain the following clauses:

(a) The insurance companies issuing the policy or policies shall 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.

http://www.wcb.state.ny.us/content/main/forms/AllForms.jsp

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

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

TITLE:

CALENDARS AND DIARIES 2026

(b) Any and all deductibles in the above described insurance policies shall 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

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

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

TITLE:

CALENDARS AND DIARIES 2026

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

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

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

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

TITLE:

CALENDARS AND DIARIES 2026

(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.

(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 shall 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.

AWARD