Accessories and Reflective Apparel

The Rockland County Purchasing Department issued Request for Bid (RFB-RC-2026-028) on April 1, 2026, seeking qualified suppliers to provide reflective apparel and accessories including hats, caps, boots, shirts, sweatshirts, jackets, vests, gloves, and beanies with customization services such as embroidery and screen printing. The procurement includes 23 line items in the accessories category and 5 line items for add-on customization costs, with estimated quantities ranging from 1 to 100 units per item. Bidders must submit embroidery samples on three specified hat styles and screen print samples prior to the bid closing deadline of April 23, 2026 at 3:00 PM via electronic submission through the BONFIRE Portal or physical delivery to the Rockland County Purchasing Department. A virtual pre-bid meeting will be held on April 9, 2026 at 11:00 AM EDT via Microsoft Teams. Qualified suppliers must have a minimum of five years of experience in apparel and customization services, three years of experience providing items to government or public-sector accounts with verifiable references, in-house or contracted embroidery and screen printing facilities, and the ability to provide no-cost digitizing, proofs, and artwork services from PDF or high-resolution PNG files. Awarded suppliers must provide the county with a sample of the awarded item at no cost for departmental reference and review before any production orders commence. Pricing must be quoted F.O.B. Destination, Freight Prepaid and Allowed, with all prices held for the first contract year; price adjustments are permitted only upon renewal years and subject to County approval, with adjustments exceeding 5% typically not approved unless exceptional circumstances exist. The contract term is one year from the date of award with four optional one-year renewal periods upon mutual agreement, and orders will be issued on an as-needed basis with estimated quantities that may not be ordered simultaneously.

The solicitation does not specify set-aside designations or restrictions on organization types eligible to respond; however, all bidders must submit a $500.00 bid deposit at the time of submission and provide valid New York State Workers' Compensation and Disability Certificates or attestation of exemption. Suppliers must also submit current liability insurance with the County named as additional insured within five business days of award and a Statement of Required Disclosures including non-collusion certifications and affirmative action plan compliance. The contract may be awarded to the lowest responsive, responsible bidder on a line-by-line basis, by category, or by specified groups. No incumbent vendors, current contractors, or existing infrastructure requiring integration are identified in the solicitation documents. The procurement documents do not include specific award values or budget ranges; instead, pricing will be determined through the competitive bidding process. The County reserves the right to reject any or all bids and may extend the contract to other New York State political subdivisions and approved nonprofit agencies participating in the State Contract Extension Program. All contractors must comply with federal, state, and local laws, including prevailing wage requirements where applicable, OSHA safety requirements, and anti-discrimination provisions.