RFB OCA DFM 295 NYC

1. Statement of Work Overview Awarded Contractor shall produce and deliver Uniform Packages, including measurement, fitting, and hand delivery of Uniform Packages to COA, as well as alteration, refitting, and redelivery as needed, as set forth below. Photos of a sample Uniform Package are provided in the attached Exhibit B. 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 ½” 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 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. Uniform Sample Submission UCS requires each bidder to submit a full uniform sample for evaluation as part of the bid package by Thursday, April 30, 2026, at 3:00 PM Eastern. Samples must be submitted to the COA training facility, located at 541 St. Johns Place, Brooklyn, NY 11238. See Exhibit B for photos of a sample Uniform Package. 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 Monday, July 6, 2026 (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. 3. 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 Place, Brooklyn, NY 11238. 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 [email protected] 5.2 Each invoice shall include: i. Vendor name; ii. Name of UCS Agency that ordered the goods or services; iii. Description of goods or services requesting payment for (may be in narrative or code values format); iv. Quantity of goods, property, or services delivered or rendered; and v. 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. A. REQUIRED BID DOCUMENTS a. Narrative Description - Organizational Experience/Capacity • Bidders must submit, with their bid response, a narrative which demonstrates their capacity and experience to meet the minimum qualifications listed in Article II above. b. Narrative Description - Proposed Service Delivery Plan • Bidders must submit, with their bid response, a narrative which explains in detail the time required to measure 250 recruits as well as the customer service and delivery process. c. Pricing Sheet • Bidders must complete and submit the Exhibit A pricing sheet. d. References • Each bidder must submit (3) references, other than UCS, including the company’s name, complete address, contact name, phone number and email, for whom the bidder has provided similar goods and services. e. Uniform Sample • UCS requires a full uniform sample to be submitted to the COA located at 541 St. Johns Place, Brooklyn, NY 11238 for evaluation as a part of the bid package by Thursday, April 30, 2026, at 3:00 PM Eastern. Uniform samples will need to materially meet, in UCS’s opinion, the requirements of the Uniform Package as provided in the RFB specifications. All uniform samples will be returned to each submitting vendor by mail after the contract has been awarded. f. Bidder Contact Information Sheet • Bidder shall designate, where specified in the Document Enclosure Checklist, a person as primary contact for all questions OCA may have regarding bidder’s bid response. B. NYS BID FORMS 1. Attachment I - Standard Request for Bid Clauses & Forms and Attachment IVProcurement Lobbying Law required forms In addition to such other specifications and criteria as are presented herein, the NYS Unified Court System Attachment I - Standard Request for Bid Clauses & Forms, and Attachment IV - Disclosure of Prior Non-Responsibility Determination (UCS 420) and Affirmation of Understanding and Agreement (UCS 421) pursuant to the Procurement Lobbying Act, which must be downloaded or printed from the UCS Contract & Procurement website under “Addenda” for the appropriate solicitation, are incorporated and made a part of this RFB. 2. Attachment III - Vendor Responsibility Questionnaire The UCS is required to conduct a review of a prospective vendor to provide reasonable assurances that the vendor is responsible. The required Vendor Responsibility Questionnaire is designed to provide information to assist UCS in assessing a vendor’s responsibility prior to entering into a contract with the vendor. Vendor responsibility is determined by a review of each prospective vendor’s legal authority to do business in New York State, business integrity, financial and organizational resources, and performance history (including references). The UCS recommends that vendors file the required Vendor Responsibility Questionnaire online via the New York State VendRep System. However, vendors may choose to complete a paper questionnaire and submit it with their proposal. Online Questionnaire: To enroll in and use the New York State VendRep System, see the VendRep System Instructions available at http://www.osc.state.ny.us/statevendors/vendrep/vendrep-system or go directly to the VendRep System online at https://onlineservices.osc.state.ny.us/Enrollment/login?1. Vendors must provide their New York State Vendor Identification Number when enrolling (see paragraph headed New York State Vendor File Registration below for instructions on obtaining a Vendor Identification Number). For VendRep System assistance, contact the Office of the State Comptroller’s Help Desk at 866-370-4672 or 518-408-4672 or by email at [email protected]. Bidders who file the Vendor Responsibility Questionnaire online via the NYS Comptroller VendRep System are requested to checkmark the appropriate box on the Document Enclosure Checklist. Please note that online submissions must be certified and dated/updated not more than six (6) months prior to the bid opening date of this RFB. Bidders’ authorized signature of the RFB form will serve as confirmation that bidders have knowingly filed their questionnaire online if the paper questionnaire is not included with the bidder’s submission. Paper Questionnaire: Vendors opting to complete and submit a paper questionnaire can obtain the appropriate questionnaire from the VendRep website www.osc.state.ny.us/vendrep/forms_vendor.htm or they may contact the UCS or the Office of the State Comptroller’s Help Desk for a copy of the paper form. 3. New York State Vendor File Registration Prior to being awarded a contract pursuant to this RFB, the bidder(s) must be registered in the New York State Vendor File (Vendor File) administered by the NYS Comptroller. This is a central registry for all vendors who do business with New York State agencies and the registration must be initiated by a State agency. Following the initial registration, a unique New York State ten-digit vendor identification number (Vendor ID) will be assigned to vendors for usage on all future transactions with New York State. Additionally, the Vendor File enables vendors to use the Vendor Self-Service application to manage certain vendor information in one central location for all transactions related to the State of New York. If the bidder is already registered in the Vendor File, the vendor must enter the vendor’s ten-digit Vendor ID on the first page of this RFB. If the bidder is not currently registered in the Vendor File, upon award of a contract, the bidder must complete the NYS Comptroller Substitute W-9 Form (https://www.osc.state.ny.us/sites/default/files/vendors/2017-11/vendor form-ac3237s-fe.pdf) and submit the form to UCS. The UCS will initiate the vendor registration process for the vendor. Once the process is initiated, vendor will receive an e-mail identifying their unique ten-digit Vendor ID and instructions on how to enroll in the online Vendor Self-Service application. For more information visit: https://esupplier.sfs.ny.gov/psc/fscm/SUPPLIER/ERP/c/NUI_FRAMEWORK.PT_LANDING PAGE.GBL?&. 4. Electronic Payments Vendors not currently receiving electronic payments, and who wish to do so, should enroll in ePayment – New York State’s electronic payment program for vendors. To do so, vendors need to log onto the Vendor Self-Service Portal and enter their bank account information. ePayments will ensure you are receiving payments faster and in a more secure manner. If you need assistance in accessing the Vendor Self-Service Portal, please contact the SFS Helpdesk at [email protected] or 1-877-737-4185. 5. Proof of Insurance Bidder must provide together with its bid response all documentation required pursuant to Article IX, “Insurance Requirement.” C. ADDITIONAL BID DOCUMENTS 1. Financial Stability Upon request by UCS, bidder shall provide its audited financial statements prepared in accordance with GAAP-Generally Accepted Accounting Principles for the past three (3) consecutive years and a copy of its last three (3) annual reports. VII. BID SUBMISSION PROCEDURES A. SUBMISSION OF PAPER BID PROPOSALS BY MAIL Bid documents must be clearly addressed and submitted to: NYS Unified Court System Att: Kalie Allen Division of Financial Management 4 ESP Suite 2001- 19th Floor Albany, NY 12223 All envelopes/cartons must also be labeled with the following information on two sides: Deliver immediately to Kalie Allen Sealed bid - Do not open RFB # OCA-DFM-295 NYC, Court Officer Class A Dress Uniform Package Due April 30, 2026, at 3:00 PM Eastern Failure to seal and mark the bid/proposal as prescribed may result in non-delivery and/or rejection of the bid/proposal. Please note that bids/proposals must be received by the abovenamed OCA-designated person by Thursday April 30, 2026, at 3:00 pm Eastern. Any bid/proposal received after this deadline will be declared a late bid and may be disqualified. Notwithstanding the foregoing, a late bid may be accepted by UCS in its sole discretion if: (i) an insufficient number of timely bids meeting the requirements of this RFB are received; or (ii) the bidder has satisfactorily demonstrated to UCS that the late bid was caused solely by factors outside the control of the bidder. However, in no event shall UCS be obligated to accept a late bid, and in making such determination, UCS will consider whether accepting a late bid would materially benefit or disadvantage a particular bidder. It is recommended that bidders allow several extra days for shipping in order to meet the deadline. Business enterprises awarded an identical or substantially similar procurement contract within the past five years: AD Meyers Uniform Corp Some’s Uniforms Inc Emergency Response Products LLC