Addendum 3.pdf
PDF 204 KB Posted
- Solicitation number
- 2137382
- Issued by
- Ulster County, New York
About this file
This addendum to the Ulster County Department of General Services RFP-UC26-041 for Transportation Management Services provides clarification on vendor questions submitted prior to the August 14, 2026 proposal deadline. The contract encompasses transportation management services for the Early Intervention and Preschool Unit, serving approximately 340 of 677 enrolled preschool children across approximately 26 routes. The current incumbent contract ends September 30, 2026, with the new contract commencing October 1, 2026 through December 31, 2028 (2.25 years), followed by two optional one-year renewal terms at identical pricing. Key clarifications address the transition period, indicating no overlap, and specify that monthly operational volumes as of September 2025 include 20 parent mileage reimbursement invoices, 126 transportation requests, 13 bus change requests, 9 parent complaints, 30 active drivers and monitors, and 30 vehicles subject to compliance review.
The addendum confirms that the successful respondent is responsible for procuring and implementing all necessary software, applications, and technology, including routing software and real-time bus tracking systems, and is not required to utilize existing Waypoint or BatOnRoute programs. The County will provide available data, records, and information to support implementation and transition, but the selected firm must independently configure systems and processes to meet RFP requirements. Pricing evaluation will be based on the initial 2.25-year contract term, with the lowest responsible, responsive complete price—including any optional fees the County may accept—receiving the highest cost evaluation score, and renewal prices must remain identical to the annual prices proposed for the initial term. Specific transition activities and timing will be coordinated with the County following contract award and execution.
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Other files
| File | Type | Posted |
|---|---|---|
| Addendum 4.pdf | ||
| RFP-UC26-041 TRANSPORTATION MANAGEMENT SERVICES – Early Intervention & Preschool - final.pdf | ||
| Addendum 2.pdf | ||
| Addendum 1.pdf |
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Text version
C O U N T Y O F U L S T E R
DEPARTMENT OF GENERAL SERVICES
100 DEVELOPMENT COURT
JEN METZGER KINGSTON, NEW YORK 12401 EDWARD M. JORDAN
Ulster County Executive (845) 340-3400/FAX (845) 340-3434 Director of General Services
PETER J. ESPOSITO
Deputy Director of Purchasing
RFP-UC26-041
Transportation Management Services
ADDENDUM #3
August 11, 2026
The purpose of this Addendum is to answer vendor questions.
Q:The incumbent contract approved for January 1, 2025 through December 31, 2026 appears to overlap the new
October 1, 2026 start date by three months. Will October through December 2026 be a paid transition period, concurrent service period, or full replacement of the incumbent?
A: The current contract will be ending on September 30, 2026, and the new contract awarded pursuant to this
RFP will start October 1, 2026.
Q:Are current Waypoint and BatOnRoute licenses, configurations, devices, data, and user accounts County owned or transferable to a successor, or must the new Firm procure and rebuild all technology at its own cost?
A: The County may provide certain data; however, the Responder shall be responsible for procuring and implementing the software, applications, and technology necessary to perform the required services. Existing programs, software, and applications are provided for informational purposes only and are not required to be utilized by the Responder. Responders may propose alternative systems that meet the requirements of this RFP.
Q:Please provide annual or monthly volumes for parent mileage agreements and claims, transportation requests and changes, parent/service provider contacts, complaints, transporter invoices, active drivers and monitors, and vehicles subject to compliance review.
A: Monthly numbers for September 2025:
• Parent mileage agreements and claims: 20 PMR invoices paid
• Transportation requests and changes: 126 transportation requests / 13 requested bus changes / 318 voice calls
• Parent/service provider contacts: 6 new contracts were started
• Complaints: 9 parent bus complaints
• Transporter invoices: 2 bus invoices
• Active drivers and monitors: 30 drivers / 30 monitors
• Vehicles subject to compliance review: 30 vans/small buses
Q:Will the County require the incumbent to transfer all child, route, compliance, PMR, invoice, complaint, and reporting records and configurations to the successor, and what transition support and timing will be required?
A: The County will provide the successful Responder with available data, records, and information necessary to support implementation and transition. The successful Responder will be responsible for reviewing the existing processes and configurations and, as appropriate, modifying or improving them to meet the requirements of this
RFP and its proposed service delivery model.
The successful Responder is expected to possess the professional expertise and technical capabilities necessary to independently implement, configure, and manage its systems and processes using the information provided by the
County. Specific transition activities and timing will be coordinated with the County following award and execution of the Agreement.
Q:How will the 30 pricing points be calculated, including the treatment of the initial term, option years, optional fees, and reasonableness?
A: The County will evaluate proposed costs based on the initial 2.25-year contract term. As indicated in Section
9.0, if the County elects to renew for additional one-year term(s), the renewals shall be at prices identical to the annual prices proposed for the initial term. The lowest responsible, responsive complete price for the initial 2.25-year term, including any optional fees that may be accepted by the County, will receive the highest cost evaluation score, with proportionally lower scores assigned to higher-cost proposals.
END OF ADDENDUM 3
Please acknowledge receipt of Addendum #3 on the form provided in the response documents.
Edward M. Jordan
Director of General Services
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