RFB OCA DFM 296 NYC

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, as further described below. ** See ARTICLE V BELOW, SCOPE OF WORK for detailed specifications. ** UCS Designated Contacts for Bid The designated contacts for this Request for Bids (“RFB”) are: Primary Designated Contact: Janelle Pitaniello DFM-Bids@nycourts.gov Submission of Uniform Sample: Major Anthony Mung Please note: Major Mung is a designated contact solely for the purposes of accepting bidders Uniform Samples as detailed below. All questions, even regarding Uniform Samples, must be directed to the Primary Designated Contact (Janelle Pitaniello). IMPORTANT: All questions regarding this RFB must be in writing by email and directed solely to the attention of the above Primary Designated Contact. Contact by any prospective bidder, or any representative thereof, with any other personnel of the UCS in connection with this RFB may violate the Procurement Lobbying Act of 2005 (see Attachment IV), will jeopardize the respective bidder's standing and may cause rejection of its proposal. Bidder Questions A. Period to Ask Questions Any and all questions bidders may have in connection with this RFB are to be directed in writing by email only to: Janelle Pitaniello DFM-Bids@nycourts.gov Please indicate in "Subject" field: “QUESTIONS – RFB OCA-DFM 296 NYC.” The deadline to submit questions (also referred to herein as the “Bid Question Due Date”) is October 22, 2026 at 2:00 PM Eastern. A written response to all submitted questions in the form of a Questions & Answers (Q&A) sheet will be posted on the UCS website at https://www.nycourts.gov/grants-contracts-procurement/current-solicitations under RFB OCA DFM 296 NYC. Key Bid Dates* EVENT DATE Bid Issue Date October 8, 2026 Bid Question Due Date October 22, 2026 by 2PM Eastern Bid Submission Deadline Date November 5, 2026 by 2PM Eastern Estimated Contract Start Date January 19, 2027 *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. 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 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 Major Anthony Mung amung@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. V. SCOPE OF WORK 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 priorconsent 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, November 5, 2026, at 2:00 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 Tuesday, January 19, 2027 (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 Major Anthony Mung at amung@nycourts.gov 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, November 5, 2026, at 2:00 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 ITServiceDesk@osc.state.ny.us. 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/vendorform-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 must 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 helpdesk@sfs.ny.gov 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.” 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