Inmate Uniforms and Supplies

1 Legal Notice Notice is hereby given that the Public Safety & Corrections Committee of the Steuben County Legislature and the Steuben County Sheriff will receive sealed bids per specifications for: Inmate Uniforms and Supplies; Document #: GC-22-012-B. Specifications, forms and general bid provisions are available, as of this date, at the Purchasing Department, 3 East Pulteney Square, Bath, New York 14810. Telephone number: 607-664-2484. These documents are also available on the internet via Steuben County website www.steubencountyny.org. Interested parties assume all responsibility to acquire bid information and forms. To be considered, bids must be submitted on Steuben County bid forms and delivered in a sealed opaque envelope. Bids will be received at the Purchasing Department until 1:30 P.M. local time on June 30, 2022; at which time bids will be opened and read publicly. Dated: May 16, 2022

___________________ Andrew G. Morse Director of Purchasing PPPUUURRRCCCHHHAAASSSIIINNNGGG DDDEEEPPPAAARRRTTTMMMEEENNNTTT COUNTY OF STEUBEN 3 EAST PULTENEY SQUARE BATH, NEW YORK 14810-1510 (607) 664-2484 http://www.steubencountyny.org/ 2 Inmate Uniforms General Terms and Conditions 1. Objective: This bid solicitation is published in order to obtain competitive prices for inmate uniforms and incidental supplies. 2. Acquisition of Bid Documents: a. Bid documents are available, as of this date, at the Steuben County Purchasing Department, 3 East Pulteney Square, Bath, New York. The office is open Monday Friday, 8:30 A.M. 4:30 P.M., except holidays. Telephone number 607-664-2484. These documents are also available on the internet; Steuben County website at www.steubencountyny.org. b. Each contractor bears sole responsibility for acquisition of bid documents. Request for bid documents to be forwarded is neither a guarantee nor an incurred obligation on the part of Steuben County to ensure contractors receipt of bid documents; timely or otherwise. c. Receipt of these bid documents, unsolicited or otherwise, shall not be construed a pre-determination of your companys qualifications to receive a contract award. Nor shall said receipt of these bid documents be interpreted an endorsement that the contractors equipment, materials, products, and/or services are in compliance with the bid specifications. 3. Document Number: This document has been assigned the following number: GC-22-012-B. Relevant award(s), contract(s), agreement(s), correspondence, etc. shall reference the assigned document number. It shall be understood by all interested contractors that unless amended by, and only to the extent amended by, the Sheriff or the Director of Purchasing, this document (as well as all requirements set forth herein) shall become an integral component of any and all relevant contract(s)/purchase order(s)/agreement(s). 4. Examination, Interpretation, Correction of Bid Documents: Each contractor shall examine all bid documents and judge all matters relating to the adequacy and accuracy of such documents. Any inquiries, suggestions or requests concerning interpretation, clarification or additional information pertaining to this bid solicitation shall be in writing and submitted to the Purchasing Department at least five (5) days prior to the scheduled bid opening. The County shall not be responsible for oral interpretations given by any county employee, representative or others. The issuance of written addendum/addenda is the only official method whereby interpretation, clarification or additional information can be given. http://www.steubencountyny.org/ 3 5. Requirements: a. Prevailing Law - To all interested contractors any and all requirements specified herein notwithstanding, it is Steuben Countys intent that, in all instances and under any circumstance, the law of the land shall be in force. Steuben County does not knowingly request nor does it knowingly authorize action(s) which are contrary to the laws, regulations, mandates and all such statutes which are in force at any time during the term of any contract awarded as a result of this bid solicitation. Laws, regulations, mandates and all such statutes as promulgated by authorized government entities shall prevail. b. Requirements It shall be understood and agreed by all interested contractors that, unless amended (specifications modified and/or waived) by Steuben County, and only to the extent amended by the County, any and all information contained in this bid document is to be considered an essential component of the bid document and subsequent contract(s) and that the bid document as published or amended represents the requirements acceptable to Steuben County. However, any and all requirements specified herein notwithstanding, it shall be understood and agreed by all interested parties that the following shall apply: Steuben County reserves as its right, the right to amend (modify and/or waive) specifications where such amendment; i. does not alter the essential nature and/or performance (the form, function, and utility) of the equipment, product, or service. ii. encourages the contractor of equivalent equipment, product, or service from interested contractors and manufacturers. c. Unless amended (specifications modified and/or waived) by the County, and only to the extent amended by the County, this document (all information, terms and conditions, requirements, specifications, and addendum/addenda) shall prevail. If amended, said document as amended shall prevail. i. Award of a bid shall not be construed as approval, by the County, for the awarded contractor to deviate from this document; regardless of whether said deviation(s) is stated in the contractor's attachment(s) to its bid. ii. Further, the County shall not be bound by the contents and language expressed in the contractor's bid attachment(s) to its bid; including any attachment(s) submitted to the contractor by manufacturers, sub- contractors, suppliers, and other parties. 4 6. Preparation of Bid Documents: Bids must be submitted on the forms provided in the bid documents and prepared in the following manner: a. All bid forms shall be legibly completed using a permanent medium (e.g. ink, typewriter, laser printer, etc.). i. If the submittal of unit price(s) is a requirement, said unit price(s) shall prevail. ii. All mathematical functions (extensions, additions, etc.) are subject to audit. iii. In the event of a discrepancy between the price in words and that in figures, the lower price shall be considered the price bid. iv. Each price bid shall be expressed as a numerical dollar value; indicators such as ditto marks, arrows, etc. are not acceptable. b. All forms requiring the contractors signature shall be signed by the contractor or the contractors authorized representative. Erasures and/or alterations shall be initialed by the individual whose signature appears on the bid forms. c. The contractor shall submit the bid in accordance with the bid documents and shall not make any changes in the wording of the bid forms or make any stipulations or qualify the bid in any manner. d. Unless otherwise specified by Steuben County, all bids are required to be: FOB Destination, freight allowed. Destination to be designated by the County. e. All bids shall be firm for a period of forty-five (45) days from the bid opening date; during which time the County shall render its decision. 7. Non-Collusive Bidding Clause and Certificate: a. Clause By submission of this bid, each contractor and each person signing on behalf of any contractor certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of knowledge and belief: 1. The prices in this bid have been arrived at independently without collusion, consultation, communication or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other contractor or with any competitor; 5 2. Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the contractor and will not knowingly be disclosed by the contractor prior to opening, directly or indirectly, to any other contractor or to any competitor; and 3. No attempt has been made or will be made by the contractor to induce any other person, partnership or corporation to submit or not to submit a bid for the purpose of restricting competition. b. The contractor shall submit a signed and dated Non-Collusive Bidding Certificate with its bid which is included in this bid document. Said certificate is mandated by Section 103-d of the General Municipal Law. 8. Hold Harmless Clause and Form: a. Clause-The agent shall at all times defend, indemnify and hold harmless the County of Steuben and its employees from any and all claims, damages or judgments or for the defense or payment thereof, based on any claim, action or cause of action whatsoever, including any action for libel, slander, or personal injury, or any affiliated claims, by reason of any act or failure to properly act on the part of agent and in particular as may arise from the performance under this contract. Such obligation to the County shall not be construed to negate, abridge or reduce other rights of indemnity which would otherwise exist. This provision shall supersede any other provision in this agreement deemed to be in conflict, unless specifically stated otherwise. In the event of an injury by the subcontractor or its employees, they shall cause notice to be served upon the County within twenty-four (24) hours of any such injury. b. The contractor shall submit a signed and dated Hold Harmless Clause form with its bid, which is included in this bid document. 9. Iranian Energy Sector Divestment Certification: Contractor hereby represents that said contractor is in compliance with New York State General Municipal Law Section 103-g entitled Iranian Energy Sector Divestment. By submission of this bid, each contractor and each person signing on behalf of any contractor certifies and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief, that each contractor is not on the list created pursuant to NYS Finance Law Section 165-a(3)(b). The contractor shall submit a signed, notarized and dated Iranian Energy Sector Divestment Certification with its bid. 6 Said certificate is mandated by Section 103-g of the General Municipal Law. Reference the Iranian Energy Sector Divestment Certificate form included in this bid document. 10. Prevention of Sexual Harassment: Contractor hereby represents that said contractor is in compliance with New York State Labor Law Section 201-g entitled Prevention of Sexual Harassment. Contractor offering to provide services pursuant to this contract, as a Consultant, joint venture consultant, subcontractor, attests that its performance of the services outlined in this contract has a written policy addressing sexual harassment prevention in the workplace and provides training, which meets the New York State Department of Labors model policy and training standards, to all employees on an annual basis. Furthermore, by submission of this Expression of Interest procurement document, each contractor and each person signing on behalf of any contractor certifies, and in the case of a joint submission each party thereto certifies its own organization, under penalty of perjury, that the submitter has and has implemented a written policy addressing sexual harassment prevention training to all of its employees. Such policy shall at minimum meet the requirements of Section Two Hundred One g of the New York State Labor Law (NYS Labor Law 201-g). 11. Required Insurance(s) and OSHA Training: a. This bid document includes an information sheet entitled: STEUBEN COUNTY STANDARD INSURANCE REQUIREMENTS AND CERTIFICATE OF NYS WORKERS COMPENSATION INSURANCE COVERAGE. These requirements establish the minimum insurance(s) which the awarded contractor(s) shall have in effect prior to entering into a contract to do business with Steuben County. Said insurance(s) are required to remain in effect throughout the term of the contract(s). In the event that the contractors insurance lapses during the term of the contract, the County reserves, as its right, the right to cancel the contractors contract(s) and to purchase the contracted product(s)/service(s) on the open market; with any increase in cost(s) to Steuben County being charged to the contractor. Credit shall not be issued to the contractor where open market cost(s) to the County are less than the cost(s) contracted with the contractor. b. Additional Insured, Certificate Holder, and Bid Document Number - i. Steuben County shall be named as an Additional Insured for purposes of coverage on a direct, primary, and non-contributory basis in the contractors policy for all intents and purposes of contract(s) issued as a result of an award of this bid. Additional Insured shall read Steuben County, 3 East Pulteney Square, Bath, NY 14810. 7 ii. Certificate Holder shall read Steuben County, 3 East Pulteney Square, Bath, NY 14810. iii. The bid document number and the bid title shall be referenced in the description / additional comments section of the Certificate of Insurance form. c. Each contractor shall submit an original of its Certificate of Insurance and NYS Workers Compensation Insurance Coverage form (which indicates the contractors compliance with the above sections a. and b. to the following: Steuben County Sheriffs, 3 E. Pulteney Square, Bath, New York 14810. d. The Certificate of Insurance and NYS Workers Compensation Insurance Coverage form must be approved by the County Risk Manager prior to the contractors acting on and/or performing any of the obligations it incurred as a result of the award and/or contract. e. Self-employed persons must carry such Workers Compensation coverage as directed by the Steuben County Risk Manager. f. Workers Compensation Insurance Exemption Contractors claiming to be exempt from the requirement to carry/provide Workers Compensation Insurance shall submit a fully executed CE-200 form; the form to be complete, notarized, and stamped as received by the New York State Workers Compensation Board. g. OSHA Training Wherein a contractor and Steuben County are both parties to a contract involving a public works project with an aggregate dollar value of two hundred and fifty thousand dollars ($250,000.00) or more; said contract shall be understood, by all parties, to include the provisions that all of the contractors and sub-contractors laborers, workers, and mechanics shall be certified as having successfully completed a ten (10) hour OSHA approved course in construction safety and health. Such requirement having been mandated by the New York State Laws of 2007, chapter 282. In those instances where a bid/RFP submittal is required, said certification(s) shall be included with the contractors submittal. The contractor shall not allow participation in the contracted work by its non- certified staff; i.e. all of the contractors non-certified laborers, workers, and mechanics. 12. Sales Tax Exemption: The County is exempt from payment of sales and compensating use taxes of the State of New York and of cities and counties within the State of New York. 8 13. NYS Labor Law; Prevailing Wage and Supplements: a. The attention of each and all contractors is directed to Articles 8 and 9 of the New York State Labor Law in general, but also specifically with regard to Prevailing Wage and Supplements. Steuben County does, in good faith, identify those projects/services it believes to be Prevailing Wage and Supplements projects/services. The failure of Steuben County to accurately assess the wage status of a particular project/service shall not relieve the awardee of its responsibility to perform in accordance with the above referenced articles. Interested parties are directed to contact the NYS Department of Labor, Binghamton District Office at (607) 721-8005 for a determination of project/service status. b. All interested parties (including, but not limited to, contractors, and sub- contractors) shall note, understand and comply with the following: In the event the New York State Department of Labor amends the Prevailing Wage Rate Schedule applicable to contracts entered into as a result of an award of this bid solicitation document, said interested contractor(s) that are required to pay Prevailing Wages and Supplements shall be required to pay said Prevailing Wages and Supplements in accordance with the most current, applicable Prevailing Wage Rate Schedule in effect at the time the work is performed. c. The General Provisions of Laws Covering Workers; NYS-DOL requires as follows: Every contractor and subcontractor shall submit to the Department of Jurisdiction (i.e. Steuben County), within thirty (30) days after issuance of its first payroll and every thirty (30) days thereafter, a transcript of the original payrolls, subscribed and affirmed as true under penalty of perjury. The Department of Jurisdiction (i.e. Steuben County) shall receive and maintain such payrolls. As provided for, by the above referenced provisions, Steuben County is authorized to withhold payment(s) to contractors who are not in compliance with all NYS Department of Labor Law(s); with specific attention to Articles 8 and 9. Therefore, Steuben County shall withhold payment(s) to contractors who have not submitted the initial certified payroll and the periodic certified payroll(s) as required herein. 14. Wicks Law Projects under $500,000: Pursuant to Section 101 of the General Municipal Law, contractors on a public works contract, where the preparation of separate specifications is not required, shall submit with its bid a separate sealed list that names each subcontractor that the bidding contractor will use to perform work on the contract, and the agreed-upon amount to be paid to each, for: (a) plumbing and gas fitting, (b) steam heating, hot water heating, ventilation and air conditioning apparatus and (c) electric wiring and standard illuminating fixtures. After the low bid is announced, the sealed list of subcontractors submitted with such low bid shall be opened and the names of such subcontractors shall be announced, and 9 thereafter any change of subcontractor or agreed-upon amount to be paid to each shall require the approval of the public owner, upon showing presented to the public owner of legitimate construction need for such change, which shall be open to public inspection. Legitimate construction need shall include, but not to be limited to, a change in project specifications, a change in construction material costs, a change to subcontractor status as determined pursuant to paragraph (e) of subdivision two of section two hundred twenty-two of the labor law, or the subcontractor has become otherwise unwilling, unable or unavailable to perform the subcontract. The sealed lists of subcontractors submitted by all other bidders shall be returned to them unopened after the contract award. 15. Equivalents: Where, in the bid documents, one certain kind, type, brand, technology or product manufacturer is named, it shall be regarded as the required standard of quality. It is not meant to exclude competition in any way. Similar equipment, products, or service, which are equal in quality, performance, compatibility and equally adaptable for the intended purposes, as determined by the County, and are submitted as specified in the bid documents, will be considered and may be accepted. The decision of the County as to equal will be final. 16. Supportive Documentation: In addition to specifications stated herein, all equipment/material/products/services shall meet or exceed current standards of the industry. All technical tolerances, ratings, power outputs or any technically specified criteria contained within these specifications are considered to be within the current state of the art and are currently being met by commercially available equipment/material/products/services. The fact that a manufacturer chooses not to produce equipment/material/products to meet these specifications shall not be considered sufficient cause to adjourn these specifications as restrictive. Contractor shall offer the equipment/material/products/services which comes closest to meeting these specifications. Where deviation(s) from the specifications contained herein is necessary, the contractor shall note such deviation(s). Contractor shall include supportive documentation that clearly indicates the equipment/material/products/services they bid is equivalent to that specified herein. Failure to detail all such deviations will comprise sufficient grounds for rejection of the entire bid. 17. Protection from Claim Against or Equal: In the event of any claim concerning or relating to the issue of equal or better or equal, the awarded contractor agrees to hold the County of Steuben free and harmless from any and all claims for loss or damage arising out of this transaction for any reason whatsoever. The County is to be free and harmless for any and all legal fees and court costs. 18. Addendum/Addenda: a. If an addendum has been issued prior to the Countys receipt of bids; Steuben County shall attempt to notify potential contractors known to have received the bid documents and whose contact information is on file with 10 the County. Steuben County does not ensure the potential contractors receipt of addendum. It shall be the responsibility of each contractor, prior to submitting its bid, to contact the Director of Purchasing (607) 664-2484, to determine if an addendum has been issued. b. Addenda shall be available for review and/or copy at the Purchasing Department, Room No. 217 of the Steuben County Office Building located in Bath, New York. c. It is a requirement that the contractor sign, date, and include the addendum with its bid submittal. Failure to do so may result in rejection of bid. 19. Multiple/Alternate Bid Submittal(s): For those contractors intending to submit multiple/alternate bids in response to this bid solicitation; the contractor is required and shall submit a completed bid documents packet for each bid submitted. Note: However, if there is a bid surety requirement, one (1) bid surety instrument, written for the highest required amount, shall suffice. 20. Submittal of Bid(s): a. For each bid it submits, the contractor shall submit two (2) sets of its bid; including all required documents (e.g. signed clauses, statements, forms, bonds, insurance, manufacturers specifications, etc.) i. One (1) set shall be stamped (or otherwise indicated) as being the ORIGINAL. Information in this set shall prevail. ii. One (1) set shall be stamped (or otherwise indicated) as being the DUPLICATE or COPY. b. Requirements for addressing the bid submittal envelope: i. The bid shall be submitted in a sealed opaque envelope marked on the outside with: the contractors name and address and the designation: Sealed Bid: Inmate Uniforms. ii. The envelope shall be addressed to Andrew G. Morse, Director of Purchasing, Steuben County Office Building, 3 E. Pulteney Square, Bath, New York 14810. c. Bids shall be received at the Purchasing Department at the time specified, at which time bids shall be opened and read publicly. d. Facsimile transmitted bids are not acceptable and shall be rejected. e. Security procedures are in effect at the Steuben County Office Building. Interested contractors, especially contractors who intend to hand deliver bids and/or conduct business with the Steuben County Purchasing 11 Department should allow sufficient time for any delay which may arise as a result of security procedures. To be considered delivered on time a bid submittal must be received at the Purchasing Department by the appointed hour. f. All proposals will become property of the County once the advertised date and time of the proposal opening has arrived. The County will have the right to disclose all or any part of a proposal to public inspection based on its determination of what disclosure will serve the public interest. Prospective offerors are further advised that, except for trade secrets and certain personnel information (both of which the County has reserved the right to disclose), all parts of proposals must be disclosed to those members of the general public making inquiry under the New York State Freedom of Information Law (NYS Public Officers Law, Article 6). Should an offeror wish to request exemption from public access to information contained in its proposal, the offeror must at the time of submission of its offer, specifically, identify in their submission the information and explain in detail why public access to the information would be harmful to the offeror. 21. Late Bids: Contractors shall bear sole responsibility for the delivery of their bid in a timely manner. Reliance upon the U.S. Postal Service or other carriers is at the contractors risk. Late bids shall not be considered and shall be returned unopened. 22. Right of County to Seek Clarification, Accept or Reject Bid(s), etc.: a. Steuben County reserves as its right, the right to require clarification from contractors for the purpose of assuring a full understanding of the contractors responsiveness to the solicitation requirements. b. Steuben County reserves as its right; the right to accept or reject any and all bids (or separable portions thereof), the right to waive irregularities and technicalities, and the right to request resubmittal of bids (re-bid). 23. Civil Rights: The County of Steuben, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 and New York State Labor Law; Article 8 - Public Work, Section 220e hereby notifies all contractors that it will affirmatively ensure that any contract awarded as a result of this bid solicitation will be awarded without discrimination on the grounds of race, color, sex or natural origin. 24. Award of Bid: For the purposes of this bid and subsequent award(s), it is intended that award(s) be made to the lowest intoto price bid for all line items. 12 a. Award(s) shall only be made to bids submitted by qualified, responsive, and responsible contractors who sufficiently meet the terms, conditions, and specifications stated herein. However, under all circumstances and all statements to the contrary notwithstanding, Steuben County reserves as its right, the right to determine award(s) in accordance with the best interest of Steuben County. b. Award of bid is not made at the bid opening. All bids are subject to final review and acceptance by the appropriate committee(s) of the Steuben County Legislature before any award may be made. Receipt of bids by the County shall not be construed as authority to bind the County. 25. Executory Clause: Steuben County shall have no liability under any contract or contracts to any contractor or to anyone else beyond funds appropriated and available for the purposes of this bid document and resultant contract(s). 26. Assignability: The contractor shall not assign, transfer, convey, sub-contract, sublet or otherwise dispose of all or portions of the contract (and/or work to be performed as a result of the contract) or its right, title or interest therein, or its power to execute such contract, or its responsibility therein to any other person, company or corporation, without the prior written consent of the Sheriff or the Steuben County Public Safety & Corrections Committee. 27. Authorized Purchase(s): The Countys assumption of responsibility for any and all purchases made on its behalf is in the form of a purchase order which is numbered, dated, complete and bears the signature of the Director of Purchasing or other official; as designated by the Steuben County Legislature. Steuben County shall not be responsible for unauthorized purchases. 28. Extension of Contract Usage by Political Subdivisions: Political subdivisions, as defined in Section #103 of the General Municipal Law, may participate in any contract awarded as a result of this bid. Responsibility, financial or otherwise for purchase(s) made by other parties as a result of the extension of this contract shall not be borne by Steuben County. 29. Contractors Failure to Comply: The contractors failure to perform in compliance with the bid award shall result in a withholding of payment. The payment shall be withheld until such time as the contractor fulfills its responsibilities. Compliance shall be determined by and to the satisfaction of Steuben County. Such action would not necessarily preclude further initiatives on the part of Steuben County to protect and preserve its interests. 13 30. Sufficient Inventory, Equipment, and Staff: Contractor is required to have sufficient inventory, equipment and staff available and/or have guaranteed access to sufficient inventory, equipment and staff to fulfill its responsibility as a result of receiving the bid award. Failure of the contractor to fulfill its responsibility shall be sufficient cause for and entitle Steuben County to: (a) Damages, and/or (b) purchase the contracted product(s)/service(s) on the open market; with any increase in cost(s) to Steuben County being charged to the contractor. Credit shall not be issued to the contractor where open market cost(s) to the County are less than the cost(s) contracted with the contractor. 31. Cancellation of Contract: Steuben County reserves, as its right, the right to cancel the contract(s) resulting from an award of this bid solicitation at any time during the contract period, without penalty to Steuben County and without stated reason, by delivering a written ten (10) day notice of intent to the awarded contractor(s) or its representative(s). Said notification mailed to the contractor or its representative via the US Postal Service; First Class Mail shall be considered sufficient and delivered. 32. Standard(s): It shall be understood by all parties that; a. Where in this bid document, compliance with a certain standard (or standards) is required, the contractor shall be required to comply with said standard(s) in its most recent revised form; i.e. the most current revision. The term standard(s) shall include, but is not limited to, all laws, mandates, regulations, etc. established by government bodies, as well as established industry and professional standards. The following are by way of example only and shall not be considered all- encompassing: Standard: Established by: ASTM American Society for Testing Materials ANSI American National Standards Institute US-EPA/Federal EPA United States Environmental Protection Agency NYS DOT New York State Department of Transportation b. Regardless of whether or not standards are specified herein, it shall be deemed a requirement that all contractors adhere to the most current government, industry and professional standards; regardless of whether those standards are established via dictum or common practice. 33. Contractors List: A contractors list shall not be made available prior to the bid opening. 14 34. Contact Personnel: Questions, concerns, and/or requests for clarification should be directed to: Andrew G. Morse, Director of Purchasing; telephone (607) 664-2484. Questions must be submitted in writing to amorse@steubencountyny.gov by June 22, 2022. mailto:amorse@steubencountyny.gov 15 Inmate Uniforms General Information and Requirements 1. Scope: The purpose of this bid solicitation is to obtain competitive pricing for inmate uniforms and incidental supplies for the Steuben County Jail, 7007 Rumsey Street Ext., Bath NY 14810. 2. Contract Term: From date of the executed contract through December 31, 2023. Upon mutual agreement, contract may be extended for a period of one (1) year with the same terms and conditions. 3. Qualifications: The County shall be free to make any inquiries it deems necessary to ascertain the qualification(s) of the contractor and/or the accuracy of statements made by the contractor as to its qualification(s). 4. Quantity(ties): a) A requirements contract shall not be established as a result of an award of this bid. b) Quantities are not guaranteed. A minimum and/or maximum quantity shall not be established. All purchases, and therefore the cumulative annual purchase quantity shall be as required by Steuben County. c) Steuben County reserves as its right, the right to bid specific project(s) and/or unusually large, single purchase quantities requiring the same or like material(s) as the material(s) solicited herein. Contract(s) and/or award(s) in place as a result of this bid solicitation shall not impinge upon contract(s) and/or award(s) issued by Steuben County as a result of a project specific bid(s) and/or bid(s) for unusually large, single purchase quantities. If this bid document specifies estimated quantities, said quantities are specified for bid purposes only. These quantities are not intended, nor should they be construed, to reflect the actual purchase requirements of Steuben County. 5. Price Bid: This document solicits pricing for inmate uniforms. a) The contractor is required to bid all line items. Partial bids will not be considered. b) Price(s) shall be submitted as being an in toto price bid per unit; on a line item basis. Per each item listed on the proposal page, only one price for all sizes will be acceptable. 16 c) The in toto price bid per unit shall represent the aggregate of all costs billable to Steuben County per unit of specified product; including but not limited to, delivery. d) The contractor shall perform all calculations, submit extended pricing for all line items and submit the total extended price bid. 7. Delivery: a) Delivery Time: Items purchased as a result of an award of this bid solicitation shall be delivered to the specified County site on or with 30 calendar days of the Countys issuance of a purchase order. b) Delivery Site: Steuben County Sheriffs Department, Public Safety Building, 7007 Rumsey Street Ext., Bath, N.Y. 14810. c) Delivery Notification: The contractor shall notify the County of its intent to deliver the uniforms at least seventy-two (72) hours prior to delivery. d) All responsibility, liability and cost associated with the delivery of the equipment shall be borne by the contractor. e) Reference: General Information and Requirements section; Liquidated Damages clause. 8. Warranty: The contractor shall submit manufacturers standard warranty information with its bid. Warranty coverage must be acceptable to Steuben County. Any and all warranty requirements specified herein notwithstanding, the County reserves as its right, the right to negotiate an acceptable warranty with any and all contractors. Said negotiation would transpire after the bid opening but prior to award. Said negotiation would not allow for modification of bid price(s). Further, the County reserves as its right, the right to reject any and all bids where an acceptable warranty cannot be agreed upon. 9. Invoicing: Invoices shall be predicated upon quantities ordered, delivered and accepted. 10. Contact Person: Questions, concerns, and/or requests for clarification which are specific to the technical requirements stated in this bid document should be directed to Diane Volz, Steuben County Sheriffs Department, 7007 Rumsey Street Ext., Bath, N.Y., telephone number: 607-622-3905. 17 Inmate Uniforms Product Specifications 1. Specifications: All products are required to comply with current standards and regulations as they apply to correctional facilities. General terms and conditions section, equivalents and supportive documentation clauses shall prevail. Detailed specifications follow. All items bid must meet or exceed these specifications. For a bid to be considered a detailed specifications sheet and a sample of the item bid must be included with the bid submittal. 2. Estimated Yearly Usage: LINE ITEM NUMBER/ PRODUCT COMMON NAME AND DESCRIPTION ESTIMATED YEARLY USAGE 1 inmate uniform trouser; various colors & sizes 180 each 2 inmate uniform v-neck pullover; various colors & sizes 156 each 3 work coat, blanket lined, 100% cotton denim, color: denim blue; various sizes 12 each 4 Sweat shirts; various colors & sizes 192 each 5 tube socks; orange; size: one size fits all 696 pair 6 men's briefs; color: white, various sizes 924 each 7 women's panties; color: white, various sizes 144 each 8 sports bras; color: white, various sizes 96 each 9 footwear, strapless EVA step-in 552 pair 10 acrylic watch cap 60 each 11 Sheets 17 dozen 12 Mattresses 150 each 13 Towels 84 dozen 14 Toothbrush 1000 each 15 Toothpaste 1000 each 18 16 Body wash/shampoo 10 cs/1000 ea/case 17 Unwrapped soap 10,000 pc 3. Rejection of Material: Steuben County reserves as its right, the right to reject material which does not meet/pass established material specifications. Unless otherwise directed by the Sheriff or his designee, the contractor shall be required to immediately remove rejected material from the worksite. Said removal of material shall be solely at the expense of the contractor. Steuben County shall not pay the contractor for material which has been rejected. Blanket Lined Work Coat Fabric: 100% cotton Denim, 10.5oz, 100% polyester shrink resistant blanket lining Stitching: 5 thread serger stitching, 12 stitches per inch Construction: 1 hem bottom, 2 sleeve cuff, 4 patch pockets, 5 brass metal buttons, banded corduroy collars, hip length Color: denim blue Size: medium, large, xlarge, 2xlarge, 3xlarge, 4xlarge, 6xlarge, 7xlarge, 8xlarge Crew Neck Sweatshirts Fabric: 50% polyester/50% cotton Fabric Weight: 7.75 oz per square yard Construction: First quality long sleeve crewneck pullover, ribbed collar, cuffs and band; collar is cover-seamed. Color: green, orange Size: s14xl Tube Socks, Solid Fabric: 80% cotton/20% polyester. Weight- 64 grams per pair Construction: First quality, solid and striped tube sock, no heel. Sock length 21, rib length 6, width of foot base 4. 19 Color: orange Size: one size fits all White Briefs Fabric: Body: 65% polyester/35% cotton, knitted, first quality 32s. 4.08oz per square yard, 1x1 rib. Binding: 32s, 4.08oz per square yard for fly front, 21s, 5.69oz per square yard for leg. Elastics: 1, 100% polyester, white ground with red/royal woven elastic. Color: bleach white Crotch: double crotch Size Range: small-5xl Shrinkage: less than 6% Womens Poly/Cotton Panties-Brief style Fabric: 60% cotton/40% poly. Weight 3.65 ounces/yd2 Construction: First quality, double panel crotch, full coverage in front and back, knit elasticized trim around waistband, 3/8 covered elasticized leg openings. Size Range: 5-16 Hookless, Pullover-Style Sports Bras Fabric: 65% cotton/30% polyester/5% spandex Construction: Hookless pull-on style. No metal hooks or eyes to pullout or plastic straps to break. Wide, non-slip straps and comfortable racer-style back. Bottom band for comfort and security, , with no metal components. Size Range: small (32 A & B) medium (34 A & B) large (36 A & B) x-large (38 B & C) 2x-large (40-42 B, C & D) 3x-large (44-46 B, C & D) 4x-large (48-50 B, C & D) 20 Inmate Uniform V-neck Pullover Description: Cut larger to fit wide range of body types. Non-binding v-neck, raglan short sleeves and one breast pocket. Hemmed sleeves and bottoms. Colors: green, khaki, orange, black & white stripe Size: Color coded size label; s-14xl Fabric: 65% polyester/35% cotton twill. Weight-7.5oz. per yard. Tear strength-warp 14 lbs.; fill 12 lbs. Tensile Strength-warp 175-200 lbs.; fill 130-150 lbs. Warp is the scrim running the length of the fabric. Fill is the scrim running the width of the fabric. Product weight: minimum of 11.2oz Construction: Sides, inseam, sleeve seams and shoulder seams sewn with three needle felling stitch. Sleeves circular hemmed with single needle lock stitching. Bottom circular hemmed with inch finish double turned hem using single needle lock stitching. Pocket hemmed with double needle lock stitching inch finish. Pocket set with 1/8 inch margin double needle lock stitching. Stitching- 3 needle felling stitch on all seams for maximum strength and durability. Thread- high quality, heavy duty cotton wrapped polyester thread. Tex size-t-40. Thread (yarn) size-unit for expressing linear density, equal to the weight in grams of 1 kilometer of yarn. Strength-4.13 lbs., avg single end break. Elongation-20.6%, avg elongation at break. Shrinkage-212 degree Fahrenheit, boiling water, less 1%; hot air shrinkage less 2%. Loop strength-5.65 lbs., avg loop break strength. Loop strength ratio- 1.3. Seam strength-lockstitch, 8 spi, 46.3; chain stitch, 8 spi, 51.7. Chlorine resistant-stands up to the bleach levels recommended for industrial laundries with minimal shade loss. Durability-Thread count is approximately 76x48. True industrial grade fabric with an IronClad finish that includes CRF treatment, crease & soil resistant. Reinforcing bar tacks at stress points insure long service life and minimal repairs. Inmate Uniform Trouser Description: Cut larger to fit wide range of body types. Pull-on style, elastic waistband, mock fly and hemmed bottoms. No pockets. 21 Colors: green, khaki, orange, black & white stripe Size: Color coded size labels; s-14xl Fabric: 65% polyester/35% cotton twill. Weight-7.5oz. per yard. Tear strength-warp 14 lbs.; fill 12 lbs. Tensile Strength-warp 175-200 lbs.; fill 130-150 lbs. Warp is the scrim running the length of the fabric. Fill is the scrim running the width of the fabric. Product weight: minimum of 11.25oz Construction: Sides, inseam and rise seams sewn with three needle felling stitch. Elastic is surged on with safety stitch and stitched down with 4 rows of expansion stitching. Legs circular hemmed with single needle stitch. Stitching- 3 needle felling stitch on all seams for maximum strength and durability. Thread- high quality, heavy duty cotton wrapped polyester thread. Tex size-t-40. Thread (yarn) size-unit for expressing linear density, equal to the weight in grams of 1 kilometer of yarn. Strength-4.13 lbs., avg single end break. Elongation-20.6%, avg elongation at break. Shrinkage-212 degree Fahrenheit, boiling water, less 1%; hot air shrinkage less 2%. Loop strength-5.65 lbs., avg loop break strength. Loop strength ratio- 1.3. Seam strength-lockstitch, 8 spi, 46.3; chain stitch, 8 spi, 51.7. Elastic-1 wide 26 gauge heavy duty elastic with 165% stretch. Elastic must withstand temperature of 260 degrees F for four hours with full strength retention and is guaranteed to maintain serviceable for life of the garment. Elastic must be stitched with 4 rows of Tex size T-40, chain stitching with same color thread as garment. Chlorine resistant-stands up to the bleach levels recommended for industrial laundries with minimal shade loss. Durability-Thread count is approximately 76x48. True industrial grade fabric with an IronClad finish that includes CRF treatment, crease & soil resistant. Reinforcing bar tacks at stress points insure long service life and minimal repairs. Footwear: Strapless EVA Step-In Description: One-piece construction for added comfort 100% EVA is mark-, slip-, and water-resistant 22 Extra thick outsole contains deep grooves for enhanced grip and traction. Ventilated openings throughout Lightweight material reduces the potential to be used as a weapon Colors: black Sizes: S-3XL Acrylic Watch Cap Description: High-bulk 100% acrylic knit Tight knit suitable for embroidery Machine wash, line dry Color: Orange Size: One size fits all Sheets Description: Flat sheet, 130 TC Color: White Size: 54 x 90 Mattresses Description: Heavy duty, flame-resistant, extended-life, 3 ply vinyl cover. Strong, synthetic scrim for tear resistance Fluid Resistant Easy to clean and disinfect 5 polyester core compressed to a 4 finished height mattress Double needle stitching with tough nylon thread on all seams All seams facing inward, except end seam Certified to meet all required tests: 16 CFR 1633 CTB 121 CTB 129 CTB 603 CAL 117 Color: Green 23 Towels Description: 100% Cotton Terry Fabric Machine Wash / Tumble Dry Color: White Size: 20 x 40 Toothbrush Description: Nylon bristles, individually wrapped Color: Ivory Size: 3.25 long Toothpaste Description: Maximum protection against tooth decay and gum disease Clear formula and clear plastic packaging offers a safe, convenient way to see contraband Color: Clear Size: .85 oz. Body Wash/Shampoo Description: Clear packet, single use Size: .34 oz. Bar Soap Description: Unwrapped Triple milled to last longer Suitable for all populations Mild fragrance Color: Almond Size: .5 oz. 24 PROPOSAL TITLE: Inmate Uniforms and Supplies; GC-22-012-B File/Opening Date/Time: June 30, 2022; 1:30 P.M. local time Place: Purchasing Department To: Andrew G. Morse, Director Steuben County Purchasing 3 East Pulteney Square Bath, New York 14810 The undersigned, having an integral understanding of the objective/scope, terms and conditions, specifications and contractors responsibility as stated in the bid documents, does hereby bid to provide items and/or services documents. Note: Only one price for any size is acceptable. Product Name Manufacturer # Meet Spec: yes/no; explain Unit of Measure One Price for all Sizes per Unit Bid Extended Total Price 1. Inmate uniform trouser 180 each 2. Inmate uniform v- neck pullover 156 each 3. Work coat, denim blanket lined 12 each 4. Sweatshirt, crew neck (green,orange) 192 each 5. Tube socks 696 each 6. Briefs, mens 924 each 7. Panties, womens 144 each 8. Bras, sports 96 each 9. Footwear:strapless EVA step-in 552 pair 10. Acrylic watch cap 60 each 11. Sheets 17 dozen 12. Mattresses 150 each 13. Towels 84 dozen 14. Toothbrush 1000 ea 25 15. Toothpaste 1000 ea 16. Body wash/shampoo 10 cases 1000/cs 17. Bar Soap 10,000 pieces Total extended price of items #1 thru #17: $ Total extended price of items #1 thru #17 written in words: % of discount from published manufacturers list prices for additional items not listed: PLEASE PRINT OR TYPE: Company Name: Federal Employer ID: Company Address: Name: Title: Signature: Date: Telephone Number: Fax Number: E-mail Address: 26 Attachment D Certification Pursuant to Section 103-g Of the New York State General Municipal Law IRANIAN ENERGY SECTOR DIVESTMENT 1. Contractor/proposer hereby represents that said contractor/ proposer is in compliance with New York State General Municipal Law Section 103-g entitled Iranian Energy Sector Divestment, in that said contractor/proposer has not: a) Provided goods or services of $20 million or more in the energy sector of Iran including but not limited to the provision of oil or liquefied natural gas tankers or products used to construct or maintain pipelines used to transport oil or liquefied natural gas for the energy sector of Iran; or b) Acted as a financial institution and extended $20 million or more in credit to another person for forty-five (45) days or more, if that persons intent was to use the credit to provide goods or services in the energy sector in Iran. 2. Any contractor/proposer who has undertaken any of the above and is identified on a list created pursuant to Section 165-a (3) (b) of the New York State Finance Law as a person engaging in investment activities in Iran, shall not be deemed a responsible bidder pursuant to Section 103 of the New York State General Municipal Law. 3. Except as otherwise specifically provided herein, every contractor/ proposer submitting a bid/proposal in response to this request for bids/request for proposals must certify and affirm the following under penalties of perjury: a) By submission of this bid, each bidder and each person signing on behalf of any bidder certifies and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief, that each bidder is not on the list created pursuant to NYS Finance Law Section 165-a (3) (b). Steuben County will accept this statement electronically in accordance with the provisions of Section 103 of the General Municipal Law. 4. Except as otherwise specifically provided herein, any bid/proposal that is submitted without having complied with subdivision (a) above, shall not be considered for award. In any case where the bidder/proposer cannot make the certification as set forth in subdivision (a) above, the bidder/proposer shall so state and shall furnish with the bid a signed statement setting forth in detail the reasons therefore. The County reserves its rights, in accordance with General Municipal Law Section 103-g to award the bid/proposal to any bidder/proposer who cannot make the certification, on a case-by-case basis under the following circumstances: a) The investment activities in Iran were made before April 12, 2012, the investment activities in Iran have not been expanded or renewed after April 12, 2012 and the bidder/proposer has adopted, publicized and is implementing a 27 Attachment D Certification Pursuant to Section 103-g Of the New York State General Municipal Law IRANIAN ENERGY SECTOR DIVESTMENT Page 2 formal plan to cease the investment activities in Iran and to refrain from engaging in any new investments in Iran; or b) The County of Steuben has made a determination that the goods or services are necessary for the County to perform its functions and that, absent such an exemption, the County of Steuben would be unable to obtain the goods or services for which the bid/proposal is offered. Such determination shall be made by the County in writing and shall be a public document. _________________________________ ________________________________ Signature Title _________________________________ ________________________________ Company Name Date STATE OF NEW YORK) COUNTY OF STEUBEN) ss: On the ________ day of ____________________ in the year __________ before me, the undersigned, personally appeared ________________________________________, personally known to me or proved to me on the basis of satisfactory evidence to be the individual(s) whose name(s) is (are) subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their capacity(ies) and that by his/her/their signature(s) on the instrument, the individual(s) or the person upon behalf of which the individual(s) acted, executed the instrument. ______________________________________________ Notary Public 28 NON-COLLUSIVE BIDDING CERTIFICATE By submission of this bid, each contractor and each person signing on behalf of any contractor certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of knowledge and belief: 1. The prices in this bid have been arrived at independently without collusion, consultation, communication or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other contractor or with any competitor; 2. Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the contractor and will not knowingly be disclosed by the contractor prior to opening, directly or indirectly, to any other contractor or to any competitor; and 3. No attempt has been made or will be made by the contractor to induce any other person, partnership or corporation to submit or not to submit a bid for the purpose of restricting competition. PLEASE PRINT OR TYPE: Company Name: _____________________________________________________ Company Address: ___________________________________________________ Name: _____________________________________________________________ Title: ______________________________________________________________ Signature: __________________________________________________________ Federal Employer ID #: __________________ Date: ________________________ Telephone No.: _________________________ FAX No.:______________________ Bid Title:____________________________________________________________ 29 HOLD HARMLESS CLAUSE The Agent shall at all times defend, indemnify and hold harmless the County of Steuben and its employees from any and all claims, damages or judgments or for the defense or payment thereof, based on any claim, action or cause of action whatsoever, including any action for libel, slander, or personal injury, or any affiliated claims, by reason of any act or failure to properly act on the part of Agent and in particular as may arise from the performance under this contract. Such obligation to the County shall not be construed to negate, abridge or reduce other rights of indemnity which would otherwise exist. This provision shall supersede any other provision in this Agreement deemed to be in conflict, unless specifically stated otherwise. In the event of an injury by the subcontractor or its employees, they shall cause notice to be served upon the County within twenty-four (24) hours of any such injury. PLEASE PRINT OR TYPE: Company Name: _____________________________________________________ Company Address: ___________________________________________________ Name: _____________________________________________________________ Title: ______________________________________________________________ Signature: __________________________________________________________ Federal Employer ID #: __________________ Date: ________________________ Telephone No.: _________________________ FAX No.:______________________ Bid Title:____________________________________________________________ Appendix A STEUBEN COUNTY STANDARD INSURANCE REQUIREMENTS Prior to commencement of work, delivery of services, acquisition of merchandise or equipment a Certificate of Insurance and a policy endorsement covering items A, B & C must be delivered to the County Department responsible for the agreement, and to the County Risk Manager. A Certificate of insurance may be used to show coverage only. ITEMS: A. Steuben County, 3 East Pulteney Square, Bath, N.Y., 14810 shall be named as an additional insured (for the purposes of coverage but not the payment of premium). B. ACKNOWLEDGEMENT: The insurance companies providing coverage acknowledge that the named insured is entering into a contract with Steuben County in which the named insured agrees to defend, hold harmless, and indemnify the County, its officials, employees and agents against all claims resulting from work performed, material handled and services rendered. The contractual liability coverage evidenced will cover the liability assumed under the County-Contractor agreement. C. Prior to non-renewal, cancellation or a change of coverage on this policy, at least thirty (30) days advance written notice shall be given to Steuben County Risk Manager at Steuben County Offices, 3 Pulteney Square East, Bath, N.Y. 14810 Workers' Compensation Coverage will be required for anyone doing any kind of work for Steuben County. This includes self-employed individuals. The Steuben County Risk Manager may waive this requirement. Proof of Workers Compensation Coverage must be submitted on NYS Workers Compensation Board Approved Forms. MINIMUM COVERAGES AND LIMITS ARE TYPE OF CONTRACT COVERAGES REQUIRED LIMITS REQUIRED PROFESSIONAL SERVICES PROFESSIONAL LIABILITY MINIMUM $1,000,000 AUTO LIABILITY TO INCLUDE:OWNED,HIRED & NON OWNED MINIMUM $1,000,000 WORKERS COMPENSATION STATUTORY EMPLOYERS LIABILITY STATUTORY DISABILITY BENEFITS STATUTORY CONSTRUCTION & MAINTENANCE COMPREHENSIVE GENERAL LIABILITY TO INCLUDE:PREMISES & OPERATIONS ,PRODUCTS & COMPLETED OPERATIONS , INDEPENDENT CONTRACTOR, CONTRACTUAL,BROAD FORM PROPERTY DAMAGE,(XCU HAZARDS) MINIMUM $1,000,000 AUTO LIABILITY TO INCLUDE: OWNED,HIRED,& NON OWNED MINIMUM $1,000,000 WORKERS' COMPENSATION STATUTORY EMPLOYERS LIABILITY STATUTORY DISABILITY BENEFITS STATUTORY ACQUISITION OF SUPPLIES OR EQUIPMENT COMPREHENSIVE GENERAL LIABILITY TO INCLUDE:PRODUCTS & COMPLETED OPERATIONS , CONTRACTUAL,BROAD FORM PROPERTY MINIMUM $1,000,000 WORKERS' COMPENSATION STATUTORY EMPLOYERS LIABILITY STATUTORY DISABILITY BENEFITS STATUTORY COUNTY PROPERTY USED BY OTHERS COMPREHENSIVE GENERAL LIABILITY TO INCLUDE:PREMISES & OPERATIONS ,PRODUCTS & COMPLETED OPERATIONS , INDEPENDENT CONTRACTOR, CONTRACTUAL,PERSONAL INJURY,LIQUOR LEGAL LIABILITY MINIMUM $1,000,000 AUTO LIABILITY TO INCLUDE: OWNED,HIRED,& NON OWNED MINIMUM $1,000,000 WORKERS' COMPENSATION STATUTORY EMPLOYERS LIABILITY STATUTORY DISABILITY BENEFITS STATUTORY CONCESSIONAIRE SERVICES LIVERY SERVICES MUNICIPAL AGREEMENTS COMPREHENSIVE GENERAL LIABILITY TO INCLUDE:PREMISES & OPERATIONS ,PRODUCTS & COMPLETED OPERATIONS , INDEPENDENT CONTRACTOR, CONTRACTUAL,PERSONAL INJURY,LIQUOR MINIMUM $1,000,000 AUTO LIABILITY TO INCLUDE: OWNED,HIRED,& NON OWNED MINIMUM $1,000,000 WORKERS' COMPENSATION STATUTORY EMPLOYERS LIABILITY STATUTORY DISABILITY BENEFITS STATUTORY Bid specifications, particular contracts, leases or agreements may require increased limits and/or additional coverage. If there are questions please contact the Steuben County Risk Manager 607-664-2104