NYS Court Officer Class A Dress Uniform Package

OCA-DFM-290-NYC BID OPENING DATE: 04/2/2024 COURT OFFICER CLASS A 3:00 PM DRESS UNIFORM PACKAGE UCS RFB.002 (Rev. 7.20) 2 Checklist IMPORTANT: 1. All documents requiring an original signature must bear the BLUE INK signature of the same authorized individual. Signatory notarization must be that of the person whose signature is affixed to all required documents. 2. Exhibit A/Pricing Sheet and the other forms listed above must all have the SAME COMPANY NAME AND TAX ID NUMBER for a purchase order or contract to be approved by the NYS Comptroller. 3. Do not alter this solicitation in any manner. Any changes, deletions, or additions (including the addition of supplemental terms and conditions) to this Request for Bid (“RFB”) or to any exhibits or appendices to this RFB, including Exhibit A/Pricing Sheet, may result in the rejection of the bid as non-responsive. 4. Please note that the terms and conditions of this RFB will form the basis of the contract with the Awarded Contractor (defined

below). 5. Bidder Contact Information Bidder’s Primary Contact for Bid Matters: Name: Street: City: State: Zip: Telephone Number: Email: 6. Verification: Authorized representative of bidder must complete and sign below to verify submission of all documents required per the Document Enclosure Checklist: COMPANY NAME: AUTHORIZED OFFICER’S NAME AND TITLE: SIGNATURE: DATE: OCA-DFM-290-NYC BID OPENING DATE: 04/2/2024 COURT OFFICER CLASS A 3:00 PM DRESS UNIFORM PACKAGE UCS RFB.002 (Rev. 7.20) 3 I. OVERVIEW Purpose and Scope The New York State Unified Court System (“UCS”), Office of Court Administration ("OCA") is soliciting sealed bids to provide a Class A dress uniform package for Court Officer Trainees (“Uniform Package”), including measurement, fitting and delivery of Uniform Packages to the NYS Court Officer Academy facility, currently located in Brooklyn, New York (hereafter, the “COA”), as well as alteration, refitting, and redelivery as needed. The Uniform Package shall consist of a cap, tie, dress gloves, shoes and tailored-to-fit “Class A” quality blouse and trouser. ** See ARTICLE V BELOW, SCOPE OF WORK for detailed specifications. ** Key Bid Dates EVENT DATE Bid Issue Date* Tuesday March 12, 2024 Pre-Bid Conference Date N/A Bid Question Due Date Friday March 22, 2024, 3:00am Bid Submission Deadline Date Tuesday April 2, 2024, 3:00pm EST Estimated Contract Start Date Monday, April 29, 2024 *OCA reserves the right to modify any Key Bid Date as it may deem appropriate. II. MINIMUM QUALIFICATIONS UCS will consider proposals submitted by entities that demonstrate a minimum of three (3) years’ experience in the provision of similar goods and services required under this RFB. III. AWARD Method of Award A purchase order will be awarded to the lowest dollar cost, responsible bidder determined to be in compliance with this RFB and specifications (the “Awarded Contractor”). Lowest dollar cost is defined as the lowest Grand Total Cost of all estimated goods and services to be provided, as indicated by bidders in Exhibit A/Pricing Sheet. The purchase order is subject to the approval of the NYS Comptroller. OCA-DFM-290-NYC BID OPENING DATE: 04/2/2024 COURT OFFICER CLASS A 3:00 PM DRESS UNIFORM PACKAGE UCS RFB.002 (Rev. 7.20) 4 IV. PRICING Pricing All price quotes shall be inclusive of all costs associated with the measurement, production, alteration, delivery, and distribution of Uniform Packages, including, without limitation, shipping and delivery costs, and travel expenses. All pricing submitted pursuant to this RFB shall be net f.o.b. destination unless otherwise expressly specified herein. Other than the pricing submitted on Exhibit A/Pricing Sheet, there shall be no other charge, cost, reimbursement, or expense of any kind payable by UCS in connection with or arising from Awarded Contractor’s provision of the goods and services set forth herein. Awarded Contractor shall be solely responsible for all costs and expenses incurred in connection with the provision of such goods and services. Pricing shall be submitted only on, and in the format prescribed by, Exhibit A/Pricing Sheet. Bidder must quote pricing on a cost per unit basis (ex: price per 1,000 units) and compute all price extensions listed in Exhibit A/Pricing Sheet. In the event of a bidder’s miscalculation, the unit price will prevail. UCS reserves the right to make mathematical corrections based on unit price(s). Pricing in the awarded contract for amounts in increments not equal to pricing units indicated in the Pricing Sheet will be prorated accordingly. Please note that UCS is a tax-exempt governmental entity. Payment Awarded Contractor shall send true and accurate invoices by email to Joseph Baccellieri Jr. jbaccell@nycourts.gov. Payment shall be made in arrears and shall be made within thirty (30) days of submission by Awarded Contractor and approval by UCS of invoices satisfactory to UCS and NYS Comptroller. No payment or deposit of any kind will be made in advance of receipt of the Uniform Package. UCS will not consider any bid responses that require advance payment or a deposit. In the event of late payment by UCS, Awarded Contractor shall be entitled to interest as specified in Article XI-A of the State Finance Law. Payment for goods delivered/services performed under the awarded contract shall be conditioned upon the acceptance and approval of such goods/services, such that it is sufficiently complete in accordance with the RFB specifications, so that UCS can utilize the goods/services for its intended purpose. OCA-DFM-290-NYC BID OPENING DATE: 04/2/2024 COURT OFFICER CLASS A 3:00 PM DRESS UNIFORM PACKAGE UCS RFB.002 (Rev. 7.20) 5 V. SCOPE OF WORK 1. Statement of Work Overview Awarded Contractor shall produce and deliver Uniform Packages, including measurement, fitting and delivery of Uniform Packages to COA, as well as alteration, refitting, and redelivery as needed, as set forth below. 2. Product Technical Specifications Each Class A Uniform Package shall consist of the following: Class A Blouse: - Navy Blue, thumb tip length, four-button front with New York State brass buttons, permanent shoulder epaulets with New York State brass buttons, two top pointed pocket flaps (not including pockets) and two bottom scalloped flaps with New York State brass buttons. The blouse has two (2) side vents and no rear vents. - Sleeves to be two-piece set in with shoulder pads and sleeve heads, with two New York State brass buttons on each sleeve. - Fabric to be 55% Dacron polyester/45% wool or 100% wool. - Fully lined permanent lining to be 100% polyester, with an inside breast pocket. - Fabric weight is to be 13.5 – 14.5 oz. per square yard. - Regulation New York State patches affixed to both shoulders. - Shield eyelet holes over the left breast spaced exactly 1-5/8” apart. - New York State brass buttons are gold color with NYS Seal embossed. Class A Trouser: - Navy Blue with 1⁄2” wide black mohair braid on the outer seam. A comparable material braid (such as nylon blend) may be used as a substitute. - Fabric to be 55% Dacron polyester/45% wool or 100% wool. - Fully lined permanent lining to be 100% polyester. - Fabric weight is to be 13.5 – 14.5 oz. per square yard. - Two (2) back hip pockets, and two (2) back Billy Pockets. Blouse and trouser must be a uniform match in fabric, weight, and color. Cap: - Dark Navy - Police Type, eight-point, winter uniform cap with black chin strap - New York State brass buttons Tie: - Black - Polyester, 3” wide x 14.5”, 18”, 20” or 22” length - Clip-On, breakaway OCA-DFM-290-NYC BID OPENING DATE: 04/2/2024 COURT OFFICER CLASS A 3:00 PM DRESS UNIFORM PACKAGE UCS RFB.002 (Rev. 7.20) 6 Dress Gloves (pair): - White - 100% stretch nylon with raised stitching on the back - Snap Closure Shoes (pair): - Black leather military oxford compatible with Class A uniform - High shine, natural leather - Adjustable laces Item Substitutions Bidders may offer substitute Uniform Package components of a higher quality than required by the specifications contained in this RFB; provided UCS shall retain the sole discretion to determine whether any proposed substitution meets the technical specifications set forth herein. Awarded Contractor may not substitute any Uniform Package item without the express prior consent of UCS, in its sole discretion. Item Marking/Labelling Each Uniform Package item shall be appropriately marked and/or labeled as to identified size, style, fiber content, manufacturing RN number, care instructions and country of origin labeling. Additional Requirements All Uniform Package items shall be comprised of new, and not used or reconditioned items or materials. All Uniform Package items shall be required to fit appropriately and properly for the purpose intended, as determined by UCS in its sole discretion. Sample Submission The UCS reserves the right to request bidder samples prior to making a final award. OCA-DFM-290-NYC BID OPENING DATE: 04/2/2024 COURT OFFICER CLASS A 3:00 PM DRESS UNIFORM PACKAGE UCS RFB.002 (Rev. 7.20) 7 Fulfillment Timeline CLASS A UNIFORM PACKAGE FULFILLMENT TIMELINE Recruit Measurement Between Training Days 3 and 5 Delivery of Shoes Not later than Training Day 11 Delivery and Distribution of Uniform Package Not later than Training Day 50 Alterations, refitting, and redelivery Not later than Training Day 54 The Awarded Contractor will be notified by UCS of a Uniform Package order through a notice to proceed (“Notice to Proceed”) which will be sent to an email address specified by the Awarded Contractor. The Notice to Proceed will contain the date of the first Training Day, currently scheduled for April 29, 2024, (subject to change), and the location of the COA to receive the Uniform Packages. Each Training Day listed above is to be measured from the first Training Day specified in the Notice to Proceed. Note: Time is of the essence with respect to the Training Days specified in the Fulfillment Timeline. Recruit Measurement Awarded Contractor must conduct recruit measurement, at the specified COA location between the hours of 5:00 PM and 8:00 PM on the Training Days listed in the Fulfillment Timeline. The Awarded Contractor must size each recruit (and not request their shoe or clothing size). Uniform Package Delivery/Distribution Distribution and fitting of recruits must be conducted between 5:00 PM and 8:00 PM on the Training Days listed in the Fulfillment Timeline. Any required alterations, and subsequent refitting and redelivery of Uniform Packages must be completed not later than the Training Day specified in the Fulfillment Timeline for alterations, refitting, and redelivery. Awarded Contractor’s representatives must be present to conduct delivery, distribution, and alterations of Uniform Packages to the recruits. Returns Any unused Uniform Package items in their original packaging that have not been individually tailored may be returned by UCS within ninety (90) days of delivery for a full refund, at the prices listed in the Exhibit A/Pricing Sheet. OCA-DFM-290-NYC BID OPENING DATE: 04/2/2024 COURT OFFICER CLASS A 3:00 PM DRESS UNIFORM PACKAGE UCS RFB.002 (Rev. 7.20) 8 3. Contractor’s Account Coordinator Awarded Contractor shall appoint an individual to act as primary contact and account coordinator for UCS personnel to contact with respect to their account-related questions including, but not limited to, invoicing, scheduling and returns. 4. Delivery/Pickup The COA training facility is located at 541 St Johns PL, Brooklyn NY 11238-5501.Specific scheduling, delivery dates and times within the Fulfillment Timeline will be given via a schedule to be provided by UCS to the Awarded Contractor (“Delivery Schedule”). The Delivery Schedule may be updated and/or revised by UCS. The COA location is subject to change by UCS without additional charge (including, but not limited to, delivery costs and charges). 5. Invoicing 5.1 Awarded Contractor shall submit true and accurate invoices to: Chief Joseph Baccellieri Jr. at jbaccell@nycourts.gov 5.2 Each invoice shall include:  Vendor name;  Name of UCS Agency that ordered the goods or services;  Description of goods or services requesting payment for (may be in narrative or code values format);  Quantity of goods, property, or services delivered or rendered; and  Amount requested. VI. BID RESPONSE DOCUMENTS General Requirements All documentation must be submitted on prescribed forms, without alteration. To facilitate photocopying, do not permanently bind documents. Bidders must submit every document listed in sections A and B, below. Failure to provide all documents in the manner required – including the number of requested copies - may result in disqualification of a bid response. Any changes, deletions, or additions (including the addition of supplemental terms and conditions) to this RFB or to any exhibits or appendices to this RFB, including Exhibit A/Pricing Sheet, may result in the rejection of the bid as non-responsive.