Bid Notice.pdf

City of Kingston, NY

RFPK#26-22

REQUEST FOR PROPOSALS

HISTORIC PRESERVATION CONSULTING SERVICES:

Development of a Comprehensive Equity-Based Historic Preservation Plan & City-Wide Historic

Preservation Design Guidelines

Steven T. Noble Mayor, City of Kingston Suzanne Cahill Planning Director Ethan Dickerman Historic Preservation Administrator Ruth Ann Devitt Frank Director, Grants Management

The City of Kingston (“City”) is pleased to issue this Request for Proposals (RFP) from qualified firms to provide specialized preservation consulting services to complete the Development of a Comprehensive Equity-Based Historic Preservation Plan & City-Wide Historic Preservation Design Guidelines in the City of Kingston, New York.

If you have obtained this document from a source other than the City of Kingston Purchasing Department or the Empire State Purchasing Group’s Regional Bid Notification System, it is recommended that you obtain an official Copy.

RFPK#26-22 Release Date: July 16, 2026 Proposals Due: Friday, September 4, 2026, at 12pm

REQUEST FOR PROPOSAL DEFINITION:

An RFP defines the situation or object for which the goods and/or services are required, how they are expected to be used and/or problems that they are expected to be addressed. Vendors are invited to propose solutions that will result in the satisfaction of the City’s objectives in a cost-effective manner. The proposed solutions are evaluated against a predetermined set of criteria of which price may not be the primary consideration.

The term “Respondent” means any firm or individual submitting a response to this RFP.

The term “Response” means the material submitted by a Respondent in reply to this RFP.

RFP/Project Contact Person:

Ethan Dickerman, Historic Preservation Administrator City of Kingston Planning Office City Hall, 420 Broadway Kingston, NY 12401 Tel: (845) 334-3931 Email: edickerman@kingston-ny.gov mailto:edickerman@kingston-ny.gov

Contents

1.0 RECEIPT CONFIRMATION FORM

2.0 INTRODUCTION

3.0 SCHEDULE OF PERTINENT DATES

4.0 SITE INFORMATION

5.0 PROJECT PURPOSE

6.0 SCOPE OF WORK

7.0. SUBMITTAL CONTENT AND FORMAT

8.0 QUALIFICATION OF SELECTED RESPONDENT

9.0 EVALUATION CRITERIA

10.0 METHOD OF AWARD

11.0 CONTRACT PERIOD

12.0 INQUIRIES

13.0 TERMS AND CONDITIONS

14.0 INTERVIEWS

15.0 ALTERNATE PROPOSALS

16.0 COMPLIANCE WITH LAWS, LICENSES AND PERMITS

17.0 PERSONNEL IDENTIFICATION

18.0 INSURANCE

19.0 DISQUALIFICATION

20.0 PAYMENT PROCESSING

21.0 FREEDOM OF INFORMATION

22.0 AFFIDAVIT OF NON-COLLUSION

23.0 SUSPENSION AND DEBARMENT

24.0 IMPLIED REQUIREMENTS

25.0 QUESTIONS FORM

26.0 INFORMATION SHEET

27.0 AFFIDAVIT OF NON-COLLUSION

28.0 PROJECT BOUNDARY MAPS

ATTACHMENT A-1

AGENCY SPECIFIC TERMS AND CONDITIONS

ATTACHMENT A-2

PROGRAM SPECIFIC TERMS AND CONDITIONS

CERTIFIED LOCAL GOVERNMENT SUBGRANTS

ATTACHMENT A-3

FEDERALLY FUNDED GRANTS AND REQUIREMENTS

MANDATED BY FEDERAL LAWS

1.0 RECEIPT CONFIRMATION FORM

PLEASE COMPLETE AND RETURN THIS CONFIRMATION FORM WITHIN 5 WORKING DAYS OF RECEIVING THIS

RFP SPECIFICATION TO:

Ethan Dickerman, Historic Preservation Administrator City Hall, 420 Broadway Kingston, NY 12401 Telephone: (845) 334-3931 edickerman@kingston-ny.gov

A PDF fillable version of this form is available on the project’s Engage Kingston Page, located here (HYPERLINK):

https://engagekingston.com/comprehensive-historic-preservation-plan

Failure to return this form may result in no further communication or addenda regarding this RFP.

Company Name and Contact Person: ___________________________________________________________ Mailing Address: ___________________________________________________________________________ City: ________________________________________ State: ____________________ Zip Code: __________ Telephone Number: _________________________ EXT: __________ Mobile: _________________________ Email: ____________________________________________________________________________________ I have received a copy of the above noted RFP Specification. Mark one choice below.

_____ We plan to submit a PROPOSAL.

_____ We DO NOT plan to submit a PROPOSAL (please indicate reason below).

Signature: _______________________________________________________________ Title: ___________________________________________________________________ Date: _____________________________________

2.0 INTRODUCTION

The City of Kingston, NY (“City”) as Contractor to the New York State Office of Parks, Recreation & Historic Preservation (“NYSOPRHP”) (“Grantor”) (“State”) is seeking a Historic Preservation Consultant or team of Consultants (“Consultant”) to provide professional services to develop the City of Kingston, New York’s first (1st) Comprehensive Historic Preservation Plan Development of a Comprehensive Equity-Based Historic Preservation Plan that shall be addended to the City’s Comprehensive Plan, and to concurrently develop comprehensive City-wide Historic Preservation Design Guidelines.

This project is funded by a grant from the NYS Office of Parks, Recreation and Historic Preservation through FFY25 Historic Preservation Fund (HPF) Sub-Grant/Certified Local Government (CLG) Award.

The City is issuing a request for proposals (RFP) from qualified independent firms to provide professional consulting; you are invited to submit a proposal in accordance with the terms outlined in this RFP.

Proposal Delivery:

All proposals must be delivered to the City of Kingston Planning Department by Friday, Sept 4, 2026, at 12pm. after which they will be publicly opened. No proposals will be accepted or considered after that time. It is the responsibility of each Respondent to ensure that their proposal arrives on time. It is recommended that proposals be submitted in advance, at least one day prior to the specified date and time to allow for a timely receipt. LATE PROPOSALS will NOT be considered.

RFP submissions will be in a sealed envelope addressed to Mr. Dickerman at the address above. On the face of the envelope, please include:

1) Name and Address of Respondent

2) Name of RFP with RFP # Send one (1) original and one electronic copy (thumb drive) of the proposal. Please use RFPK#26-22 on all correspondence.

3.0 SCHEDULE OF PERTINENT DATES

Below is a list of dates and times relevant to this RFP. In the event it is necessary to change the return date, a supplemental addendum to this RFP will be issued by the City.

4.0 SITE INFORMATION

Location description: The City of Kingston, Ulster County, New York, is located on the west side of the Hudson River directly north of the confluence of the Rondout Creek and the Hudson River, approximately 100 miles north of New York City, and 56 miles south of the State Capital of Albany, New York. The City encompasses approximately 7.5 square miles of land and has a population of about 24,000 residents (USCB 2020).

Brief Historical Overview of Kingston: The City of Kingston is situated on the traditional homelands of the Esopus band of the Munsee-speaking Lenape people, whose presence along the Hudson River and its tributaries predates the arrival of Europeans. In 1652, Dutch settlers established the outpost trading Village of Wiltwyck, and by 1658 Dutch Colonial Governor Petrus Stuyvesant, directed the construction of a protective stockade, forming what is now known as the Stockade Historic District. Kingston quickly became one of the colonial New Amsterdam (later New York)’s most important settlements, serving as a center of trade, governance, and regional life.

New Timeline Milestone July 16, 2026 RFP Issued Aug 1, 2026 Due Date for the City to Submit the Interim Report to SHPO

*This report covers the first half of the grant period of performance, which is 10/1/24 – 7/1/27.

Aug 12, 2026 Last day to submit written inquiries Aug 19, 2026 Addendum issued if any questions Sept 4, 2026 Due Date for Proposals Sept 8, 2026 Proposals circulated to PAC Sept 16, 2026 PAC Meeting to Discuss Responses Sept 21-25, 2026 Possible Interviews Sept 29, 2026 Notice of Intent to Award Oct 2, 2026 Project Coordination Meeting (City Staff, PAC, SHPO Staff) /Contract Start Date Oct 21, 2026 – March 2027 (estimate)

Public Consultation Meetings (5-7) across the city’s historic districts and neighborhoods.

Exact number of meetings and timeline of meetings to be determined in consultation with the chosen consultant.

Nov. 25, 2026 (estimate) Progress Meeting with PAC, City Staff, and SHPO CLG Staff 25% Jan 27, 2027 (estimate) Progress Meeting with PAC, City Staff, and SHPO CLG Staff 50% April 2027 (estimate) Submission of a Draft Comprehensive Preservation Plan and City-Wide Historic Design

Guidelines to SHPO, the City, the HLPC, the Planning Board, and PAC for review and comments

June 2027 HLPC Public Hearing and Approval of City-Wide Historic Design Guidelines June – July 2027 (estimate) Submission of the Final Draft of the Comprehensive Historic Preservation Plan to Common

Council for referral to the relevant Committee for review and endorsement.

Aug - Sept. 2027 (estimate) Common Council Adoption of Plan (Following Two Readings) Sept. 30, 2027 Contract end date Nov. 1, 2027 Due Date for the City to Submit the Final Grant Report to SHPO

In 1777, Kingston was designated the first capital of New York State, where the state’s first Senate convened, and where the constitution was adopted. Later that year, British forces under the Command of General Anthony Vaugh burned Kingston, a defining moment that underscored both its strategic importance and its resilience. Over the following decades, Kingston rebuilt and expanded, with development spreading to the Rondout waterfront—an active port and terminus of the Delaware and Hudson Canal—and the Midtown area, which with the influx of diverse immigrations from across the globe, grew as both a transportation and industrial hub. Today, immigrants from many Latin American and Asian countries also comprise a sizable population across the city, contributing to area’s evolving social, economic, and multicultural development.

Kingston’s identity is shaped by this multi-layered history, which itself is reflected in its architecture, neighborhoods, and cultural landscapes. From colonial stone houses to 19th-century commercial blocks and 20th-century modernist buildings, the city tells a continuous story of adaptation and community growth. Understanding, preserving, and educating the community about this special history not only deepens our appreciation for Kingston’s past but also ensures these places live on for future generations.

HLPC History: In 1966, the City of Kingston’s Common Council, encouraged by James Van Derpool, the first chairman of the NYC LPC and architect of its landmarks law who had a weekend home in Ulster County, passed Local Law 2 establishing the Historic Landmarks Preservation Commission (HLPC) to preserve, protect, and promote the community’s architecturally, historically, and culturally significant neighborhoods, buildings, and sites. In the early years, the HLPC focused on crafting clear legal framework for its authority to regulate changes to landmarks while also identifying, landmarking, and working with relevant agencies to rehabilitate colonial-era buildings. Much of this work was done in advance of clearance plans by the Kingston Urban Renewal Agency’s efforts to revitalize urban areas deemed “blighted.” In Kingston, the Urban Renewal Agency focused heavily on areas of Uptown near the Stockade and Eastern portions of Rondout neighborhood, resulting in substantial losses of historic and cultural places and spaces.

In its first seven (7) years, the HLPC focused on protecting the material vestiges, buildings, features, and sites from the Dutch and English colonial periods, with specific focus on the Kingston Stockade Area. By 1972, the HLPC achieved 37 designated landmarks, primarily in the immediate Stockade Area. Subsequent landmark achievements included:

• 1974: Kingston Stockade Local Landmark District Designated

• 1975: Kingston Stockade Historic District listed on the National & NYS Registers of Historic Places.

• 1979: Rondout-West Strand Historic District Established.

• 1985: Chestnut Street National Historic District Established.

• 1988: Fair Street Local Landmark District Designated

• 2002: Chestnut Street Local Landmark District Designated

• 2024: Wilbur Local Landmark District Designated.

• 2026: Wilbur National Historic District (Listing Pending)

Since the 1960s, Kingston’s HLPC has, with great assistance from state grants and consultant, carried out several cultural and historic resource surveys across the city to identify and invent the city’s historic resources. As of 2026, the City of Kingston’s HLPC & Common Council have landmarked over 40 individual buildings, structures, and sites, and five (5) districts, totaling nearly 700 properties. Collectively, these historic properties represent approximately 8% of the city's 8,657 total parcels. In addition, to these designated properties, there are three (3) areas eligible for local designation, and state and national historic district listing. A plethora of other eligible properties exist across the city, too. Today, HLPC members regularly serve on project advisory committees and engage in community meetings to educate the public about the roles, responsibilities, and benefits of preserving Kingston’s historic structures.

5.0 PROJECT PURPOSE

In 1986, the City of Kingston joined the Certified Local Government program to strengthen its local historic preservation efforts to survey, protect, promote, and enhance its special historic, cultural, and architectural resources. To this end, in 1987 the City’s first CLG grant-funded preservation consultants Leslie Chatteron and Tania Werbizky recommended a robust series of steps to enhance local preservation. One of Chatterton and Werbizky’s most critical recommendations to the City was to create a historic preservation plan and city-wide historic preservation design guidelines (Chatterton and Werbizky, 4-9).

Subsequent CLG-funded consultant reports in 2001 (Midtown-East), 2003 (Midtown West), and 2014 (Midtown Intensive Level) continued to encourage the City to do the same, as well as other survey and listing work.

Until 2023, the City lacked a full-time historic preservation employee, which hampered local capacity to follow through with certain recommendations. However, a successful FY21 CLG grant to survey the Ponckhockie and Wilbur neighborhoods (recommended in 1988) resulted in SHPO determining both areas eligible for S/NHR listing in 2023. With the support of neighborhood residents, the City of Kingston HLPC designated the Wilbur Local Landmark District in 2024 and secured a CLG grant to list this district on the S/NHRs by the end of 2026. Both projects stand as examples of the City’s time, policy, and financial commitment to and successful completion of grant-funded efforts to carry forward preservation recommendations.

As the City plans to update its current Comprehensive Plan (Kingston 2025), this is a timely opportunity to engage a 36 CRF 61 Historic Preservation consultant to concurrently establish the City’s first Historic Preservation Plan and the City-Wide Historic Preservation Design Guidelines document. The city recognizes that stand-alone preservation plans are important long-term tools and commitments in municipal preservation planning. To this end, the city studied other model plans in regional and national CLG communities (Albany-NY, Syracuse-NY, Binghamton-NY, Montclair-NJ, Plano-TX, and Austin-TX (noted for its emphasis on equity)) to identify some of the critical tools to bring to Kingston. City staff believe a strong historic preservation plan will:

…[identify and articulate] community preservation goals, let current and future property owners know how the community intends to grow, help eliminate confusion about the purpose of the local preservation ordinance, educate the public about the community’s history and heritage, creates an agenda for future preservation work and create a way to measure preservation’s progress – [and to] encourage economic development and strengthen political understanding of historic preservation policies (NAPC, 2025).

Kingston has a long, multifaceted, and rich history—first as the Native homelands of the Esopus peoples, then as a Stockaded Dutch settlement, the first Capital of New York, a gathering place for 19th-century immigrants from around the globe, and subsequently a Hudson-Riverine port-city. Given the depth and breadth of the community’s cultural and architectural history, a robust Equity-Based Historic Preservation Plan and City-Wide Historic Preservation Design Guidelines will help expand community engagement on the topics of historic preservation, while also orienting residents and the local government toward a mutually beneficial pathway of values and goals. Upon completion of Kingston’s Equity-Based Historic Preservation Plan, the Plan will be addended to the City’s current and/or updated comprehensive plan to demonstrate the local government’s long-term commitment to preservation.

Simultaneously, historic preservation design guidelines are staples of the local historic preservation programs nationwide, which, like historic preservation plans, foster greater community support and an understanding of which treatments are appropriate for building, structures, and sites with historic designation. Preservation Guidelines also inform developers about acceptable in-fill design in historical contexts. Historic preservation design guidelines are also critical tools to local landmark commissions for evaluating the merits and appropriateness of an applicant’s work proposal. Presently, Kingston’s Landmark code currently uses the Secretary of the Interior’s Standards for the Treatment of Historic Properties when evaluating a proposal. To date, Kingston’s Historic Landmarks Preservation Commission has never formally had comprehensive City-Wide Historic Preservation Design Guidelines. Development of Historic Preservation Design Guidelines that expand upon the Secretary of the Interior’s Standards and Guidelines by factoring in commercial verses residential properties, architectural design types and periods, alternative materials, in-fill design, and more would elucidate appropriate work and demystify preservation for residents and developers. We view this component of the project as having both immediate and long-term benefits to the community.

Concurrently developing a City-Wide Historic Preservation Design Guidelines document and a Equity-Based Historic Preservation Plan as a stand-alone document aligns with goals outlined in Kingston 2025 (adopted 2015), which states that “the overwhelming majority of Kingston residents and stakeholders saw Kingston's historic resources as one of its greatest assets.” Kingston 2025 encouraged further protection and preservation of historic and architectural resources for economic development, simplification of regulatory programs to expedite development, establishment of public-private partnerships with state funding, and a myriad of smaller strategies. A community-engaged Historic Preservation Plan and City-Wide Historic Preservation Design Guidelines will expand upon these goals, identify past successes, and present preservation as a more critical community tool and philosophy for generations to come.

Kingston believes its identity is inextricably linked to the natural and built environment—that the places and spaces shaped by our forebearers continue to shape Kingston’s descendants and newcomers. Both the listed and unlisted buildings across the city represent the legacy of discrete time periods, design preferences, the local and national economy, social progress, community development, architecture, and cultural diversity. The 2020 US census for Kingston reaffirms this historical trend by identifying a local population of 24,069 out of which 61.2% is white, 17.1% is Hispanic, 14.1% is Black or African American, and is 7.6% categorized by all other ethnicities. About 18.4% of the total population speaks a language other than English at home. Furthermore, portions of Kingston are categorized as Disadvantaged Communities by the US Climate and Economic Justice Screening Tool (CEJST) and the NYS DEC PEJA and DDC Map.

The City believes that a Historic Preservation Plan should be rooted in equitable goals to ensure underrepresented people and stories are uplifted in the discussion, including, but not limited to: people across socio-economic classes, immigrants, and BIPOC. The City of Kingston is located on the ancestral homelands of the Esopus people and their nearest descendent communities, including but not limited to, the Stockbridge-Munsee Band of the Mohican People, who now predominantly reside in Wisconsin due to 19th-century forced displacement. As part of Stockbridge-Munsee’s homelands, the city will seek participation and guidance from the Tribal Historic Preservation Office to ensure that their histories and cultural heritage materials are protected and celebrated with respect to their ancestral lifeways in the City’s preservation plan. Consultation with other relevant and recognized Tribal Preservation Offices/groups shall also take place.

In addition to advancing the community’s long-term preservation program, this dual project will serve as a valuable opportunity for residents, HLPC commissioners, City staff/administration, and elected officials to receive indirect training/knowledge on the importance of heritage preservation and its ability to align with modern community growth. Both Historic Preservation Plan and City-Wide Historic Design Guideline documents will enhance the local government’s skillsets for future CRM & development projects over the coming years that may include the establishment of new historic districts or updates to exisiting districts.

The goals of this project are for a 36 CFR 61 qualified Historic Preservation consultant with substantial experience in community engagement, preservation planning, and architectural history in similar geographical and social contexts to Kingston, to develop an equity based comprehensive historic preservation plan that shall ultimately be addended to the City’s comprehensive plan. The consultant shall also study the City’s architecture and create comprehensive city-wide historic preservation design guidelines to foster a better understanding, and thereby greater support, for historically appropriate treatments for designated buildings. The Historic Preservation Design Guidelines also inform developers about acceptable in-fill design in historical contexts and must be compatible with the new Form Based Zoning Code’s Architectural Design Standards. The historic preservation design guidelines will also serve as critical tools for the HLPC for evaluating the merits and appropriateness of any applicant’s work proposal. Procurement of a consultant will adhere to the City’s procurement policy as well as all State and OPRHP requirements. The consultant must be capable of incorporating language accessibility into the necessary community engagement efforts and final products.

The City’s Historic Preservation Administrator, under the direction of the City Planner, shall serve as project manager for the Historic Preservation Plan and City-Wide Historic Preservation Design Guidelines project. Consultation with other relevant city, county, and state agencies is a requirement. A project advisory committee will be formally established (https://www.kingston-ny.gov/news/?FeedID=3674), and the project will also engage the City’s Common Council to further foster a local commitment to preservation efforts. The project advisory committee will be comprised of residents from across the city and varied socio-economic backgrounds, HLPC commissioners, local stakeholder organizations (e.g. Friends of Historic Kingston, the Reher Center for Immigrant Culture), City staff, and at least two Alderpersons.

The Historic Preservation Plan shall span ten (10) years, after which an update shall be undertaken. Implementation will begin immediately, led by the Historic Landmarks Preservation Commission and Planning Department in collaboration with other City departments and community partners.

6.0 SCOPE OF WORK

The successful Consultant will support the City in meeting its responsibilities under the terms of the contracts the City holds with its Grantor. The Consultant will manage sub-consultants, complete the required field and publicly engage research, work with the HLPC, City Staff, and a project advisory committee to prepare a Comprehensive Equity-Based Historic Preservation Plan and City-Wide Historic Design Guidelines. Consultant work may include, but is not limited to, field research, photographing relevant resources for the production of the HP plan and design guidelines, lead community engaged meetings to garner public input for the HP Plan and Design Guidelines, coordinate with SHPO and THPO Staff as needed, and provide digitized copies of all materials, maintain appropriate documents for project record keeping and re-imbursement, but not be limited to:

• Conducting all project work in conformance with the Work Plan included in the executed contract with the Grantor;

• Compliance with the applicable provisions of General Municipal Law;

• Coordinating participation and soliciting comments from local government personnel, project volunteers, and the public;

• Keeping the Grantor informed of all important meetings for the duration of the contract;

• Securing all necessary permits and performing all required environmental reviews;

• Ensuring that all materials printed and/or produced reflect the Grantor’s logo, feature the agency heads and the

Governor, and acknowledging the contributions of the Grantor to the project;

• Ensuring that all products prepared as a part of this contract will include the NYS Comptroller's contract number as indicated on the Face Page of the City’s contract with the Grantor;

• Ensuring the project objectives are being achieved for the City of Kingston and the project’s stakeholders;

• Ensuring that comments received from the Grantor and project advisors are satisfactorily responded to and reflected in subsequent work;

https://www.kingston-ny.gov/news/?FeedID=3674

• Recognizing that payments made to consultants or subcontractors covering work carried out or products produced prior to receiving approval from the Grantors will not be reimbursed unless and until the Grantor finds the work or products to be acceptable;

• Being responsible for submission of all products and complete payment requests in a timely manner;

The following is an overview of the project tasks expected of the prospective professional contractor:

Task 1: Project Coordination Meetings. The City, Consultant, Grantor, project partners (Project Advisory Committee (“PAC”), and any other appropriate entities will hold an initial meeting to review the project scope, project requirements, site conditions and boundaries, roles and responsibilities of project partners, State Environmental Quality Review Act (SEQRA) compliance requirements, and any other information that would assist in project completion. Work on subsequent tasks will not proceed prior to all parties agreeing on the proposed approach as outlined in the meeting summary. Subsequent meetings will be held with PAC and State at logical project milestones (25%, 50% and 100% completeness) to ensure adequate project coordination and suitability of product. Project status reviews and comments with City and State will take place at each of these identified intervals.

Products: Project coordination meeting held with appropriate parties and confirmation of the process, coordinating partners, and actionable tasks for the duration of the project.

Task 2: Public Outreach: To ensure the public is well-informed of the Comprehensive Historic Preservation Plan & City- Wide Historic Design Guidelines development process, City Staff will periodically mail informational materials to all property owners within the proposed district and post materials to project’s associated Engaged Kingston webpage (https://engagekingston.com/comprehensive-historic-preservation-plan). The consultant will assist City Staff with drafting outreach materials, as needed.

Products: Feedback for the development of public outreach materials to be sent by City Staff to property owners and posted on Engaged Kingston.

Task 3: Research for and Drafting Comprehensive Historic Preservation Plan & Historic Design Guidelines. The consultant will review the following:

• past planning documents, reports, local landmark records, and national register nominations between 1960s and the present;

• the qualities, textures, integrities, architectures, and other components of the built environment;

• presence or lack thereof of areas particularly sensitive to cultural resources, worthy of consideration

The above research shall form the initial basis for the following understandings:

• The successful implementation of past recommendations

• Past recommendations not taken, the reasonings, and what can be done moving forward to ensure their completion.

• Recommendations plans on future reevaluations and/or expansions of existing historic districts

• Examination of Local Landmark designations and documents for future reevaluation and/or recommended next steps

• An actionable timeline for implementation

The consultant will initiate any/all research necessary, review all existing materials available through identified resources, and will use SHPO’s programs to collect and digitally submit the information deemed necessary by the state. The consultant will coordinate with and will receive comments/feedback on the nomination from SHPO & City Staff during the research and writing phase of the project. Materials will be digitized at a quality acceptable to SHPO and the City. The final format will be editable and turned over to SHPO and the City at the completion of the project.

Products: Draft and Final Reports and documents, including lists and all supporting referenced materials (for example – interview notes, tapes, call logs etc.…) will become the property of the City of Kingston and State of New York. All materials will include one (1) electronic copy at each stage. Materials submitted will be capable of being uploaded to the city website for public accessibility.

Task 4: Public Meetings. Public engagement (input/feedback) is viewed as a critically important component of developing a Comprehensive Equity-Based Historic Preservation Plan and Historic Design Guidelines. The consultant shall work with City Staff, SHPO, Staff, and the Project Advisor Committee (PAC) to engage the public over the course of five (5) to seven (7) public meetings, which shall take place across the city’s historic districts and neighborhoods. The exact approach, number, and timing for neighborhood meetings shall be determined in consultation with the chosen consultant. Other forms of engagement, including, but not limited to, survey work, shall be determined in consultation with the consultant and PAC. All materials that will be presented must clearly explain the project to the community, the benefits of the project, the benefits of historic preservation, and why it is important that the project have public input. Final presentation on the plan to the City of Kingston’s Common Council.

Products: Prepare public meeting materials with input for City Staff, SHPO, and PAC members, record and incorporate public input from the meetings into the project documents, make recommendations to City for moving forward, submit Final Report (with Executive Summary) in (1) electronic copy which are web based, up-loadable and editable.

Task 5: Consultation with NY SHPO & Relevant Federally Recognized and State THPOs. The Consultant will coordinate with NY State Historic Preservation Office and all relevant Federally State Recognized Tribal Historic Preservation Offices and/or tribal groups throughout the project. The consultant will assist Staff with submissions to the City of Kingston Common Council to obtain the necessary authorizations/resolutions/findings and endorsements.

Products: All required materials to be submitted to local and state agencies for the nomination process to be completed.

Task 6: Project Status Reports. The Consultant will work with City Staff, as requested/needed, to submit the required status reports as outlined in Attachment D of the State Contract (see below), on the form provided by SHPO, including a description of the work accomplished, the status of all tasks in this work plan, schedule of completion of remaining tasks, and an explanation of any problems encountered.

Products: Completed project status reports submitted by the City with help from the consultant during the life of the contract that address the following:

1. Narrative/Qualitative Report: The City with help from the consultant shall submit no later than the time period identified in Schedule B: Progress Reporting Requirements, below, a report, in narrative form, summarizing the services rendered during the quarter. This report shall detail how the Contractor has progressed toward attaining the qualitative goals enumerated in the Work Plan. This report should address all goals and objectives of the project and include a discussion of problems encountered and steps taken to solve them.

2. Statistical/Quantitative Report: The City with help from the consultant shall submit, on a quarterly basis, no later than the time period listed in Schedule B: Progress Reporting Requirements, below, a detailed report analyzing the quantitative aspects of the program plan, as appropriate (e. g., number of meals served, clients transported, patient/client encounters, procedures performed, training sessions conducted, etc.)

3. Final Report: The City with help from the consultant shall submit a final report as required by the Contract, not later than the time period listed in Schedule B: Progress Reporting Requirements, below, which reports on all aspects of the program and detailing how the use of funds were utilized in achieving the goals set forth in Attachment C (Work Plan).

4. Consolidated Fiscal Report: The City with help from the consultant shall submit a consolidated fiscal report, which includes a year-end cost report and final claim not later than the time period listed in Schedule B: Progress Reporting Requirements below

Task 7: Final Project Summary Report. The Consultant will work with the City project manager, as needed, to complete the Final Project Summary Report due to the state by November 1st, 2027. Final payment will not be authorized until this report has been completed and filed with project deliverables. All deliverables must recognize the State funding agency and are the property of the City of Kingston.

Products: Completed Final Project Summary Report.

7.0. SUBMITTAL CONTENT AND FORMAT

General: All respondents to this RFP are required to submit detailed information as set forth below. Responses that do not materially conform to this outline will not be considered. Additional material and information, as deemed appropriate by the respondent, may be included in the submission package. Responses must be submitted in a sealed envelope with the RFP number and title along with the name and address of the respondent printed clearly on the outside of the envelope no later than Friday, September 4th, 2026, at 12pm. Late responses WILL NOT be accepted after the due date and time. All respondents are required to submit a clearly marked original hard copy and one digital copy (pdf on thumb drive) of their response to:

Ethan Dickerman, Historic Preservation Administrator Planning Department City Hall - 420 Broadway, 1st Floor Kingston, NY 12401

The proposal should include the following information in the order specified:

A. Title Page: Showing RFP number, respondent’s name, address, telephone, email and Identification of the person(s) with the authority to represent and make legally binding commitments for the Respondent. Respondent should also clearly identify the name(s) of the contact person responsible for inquiries, if different.

B. Cover Letter: A cover letter signed by the duly authorized member of the Respondent identified above.

C. Project Statement: A Project narrative that describes the Respondent’s understanding of the City’s needs and the unique value the Respondent will bring to the process. It should include a description of the Respondent’s approach to planning, organization and management.

D. Description of Services: Methodology the Respondent will use to perform the services required in this RFP. The proposal should address, in detail, the tasks as described in the Scope of Work and in accordance with NYSOPRHP policies.

E. Respondents’ Qualifications and Experience: Reference Section below which outline Qualification Requirements.

Information about the Respondent and its qualifications for this Project. Include information about prior engagements similar to that being solicited herein by the City. Documented evidence of the Respondent’s capacity to perform the work including references, contact names, and phone numbers.

F. Project Personnel: The name and resume of the Respondent’s lead person for the Project. Names, resumes, and roles of all staff who will be involved in the Project, including resumes and a description of the experience of each employee or sub-consultant that has worked on similar projects.

G. Sub-contractors: Names, resumes, and roles of sub-contractors, associates, or any non-employees who will be involved in the Project.

H. Project Timeline: A charted schedule showing the Consultant’s proposed timeframes for completing the tasks defined in the Scope of Work.

I. Fee Proposal: An itemized budget including all costs associated with each of the tasks identified in the Scope of Work. It should include staff hours, stating the name and title of each individual assigned to the project, their hourly rate, and the estimated hours each individual will work on the project. The same information should be included for subcontracts.

Administrative costs for printing, postage, next-day mail, photocopying, telephone, printing and other related expenses and reimbursables must be detailed. Travel expenses must be estimated and conform to guidelines adopted by the Municipality. Include a not-to-exceed estimate for completing the work described in the RFP.

Please include any assumptions or conditions for the fees provided.

The Fee Proposal must be in a separate, sealed envelope, appropriately identified on its face.

J. Kingston Presence: Information about Respondent’s presence in the City of Kingston and/or any collaborative relationships with local firms that are to be formed for this Project.

K. References: Provide a minimum of three (3) references for similar projects with similar scopes and methodologies.

Sample reports from precious projects would be helpful. Include a contact name, address, phone, description of the project, the names of the employees or sub-consultants who worked on the project, and methodology used.

Submittal Checklist Submissions should include:

1) One (1) clearly marked original. The original document should contain the original ink-signed signature pages.

2) One (1) copy in digital format (pdf on thumb drive; CD’s will not be accepted)

3) All pages on 8.5” x 11” paper, double-sided; Illustrations may be included, but no pages over 8.5” x 11”.

4) Fee proposal in a separate, sealed envelope, appropriately identified on its face;

5) Completed Affidavit of Non-Collusion found at the end of this RFP;

6) Completed Information Sheet found at the end of this RFP

Restrictions

1) Proposals in plastic sleeves or spiral binders will NOT be accepted;

2) Proposal submitted via fax or email will NOT be accepted;

3) Respondents relying upon the mail or other delivery services must allow for sufficient delivery time for their proposal to arrive by the due date and time.

4) Respondents are solely responsible for ensuring that their proposals arrive by the due date and time. There will be no exceptions for late proposals.

5) The City of Kingston will not be liable for any costs incurred by respondents in the preparation of responses or for any work performed in connection therein.

Consultant Selection

1) The response will be evaluated based on its content, not length. The proposal should be clear, concise and include sufficient detail for effective evaluation. The City of Kingston will only consider proposals that meet satisfactory levels of the above criteria.

2) Incomplete proposals that do not address all of the requested components will not be accepted for review and consideration.

3) The City is not required to accept the proposal that includes the lowest fee offer.

4) In consultation with the Grantor, the City will review all proposals received as a result of the RFP.

5) Based on the reviews of the Consultant proposals, the City will prepare a list of the top-ranked candidates. The City may organize and conduct interviews of the top-ranked candidate Consultants.

6) The Consultant will be selected by the City subject to approval by the Grantor.

8.0 QUALIFICATION OF SELECTED RESPONDENT

The selected firm must meet 36 CFR Part 61 qualifications, and have extensive experience and comprehensive technical skills and work collaboratively with the City to implement the project. The Consultant will support the City with grant management, including completing required reporting and payment requests, and will be the primary entity preparing all required technical documents applicable to the grants. The following criteria will be used in selecting a Consultant:

A. Master’s degree in historic preservation, architecture, engineering, conservation or a related field and at least one

(1) year experience; Bachelor’s degree and a minimum of four (4) years job related experience; or six (6) years of job related experience under the supervision of a preservation consultant.

B. Knowledge of historic preservation planning, architectural history, historic design guidelines, resource survey techniques and research methods; knowledgeable/experienced working with NYS SHPO and Tribal Historic Preservation Offices; knowledge and familiarity with state and national register nominations; familiarity with historic preservation regulations, processes and procedures; familiarity with interpretive planning; familiarity with NYSOPRHP Cultural Resource Information System (“CRIS”); knowledge/familiarity with Zoning Code.

C. Excellent verbal and written skills. Experience with communications planning, development of community education strategy/community awareness campaigns and facilitating community process.

D. Other qualifications: Computer skills including proficiency with relevant software programs such as Microsoft Office, Adobe Photoshop, and Google sites. Experience with digital photography. Ability to establish and maintain positive working relationships with others; ability to work independently and complete projects.

E. Requisite experience in historic preservation, historic preservation planning, architectural history, community development, or urban planning. Candidate should be prepared to work on-site in the community and serve as a public face for the project and for articulating as economic development role for Kingston’s heritage assets.

9.0 EVALUATION CRITERIA

Only those proposals that contain complete information and required certifications will be considered. All proposals will be evaluated and examined by the Project Advisory Committee (PAC) established by the City of Kingston using multiple criteria.

The project will be awarded to a qualified responder that, based on the committee’s evaluation, submits the proposal that best meets the City’s needs.

Proposals will be evaluated in accordance with applicable City of Kingston procurement policies and procedures. Evaluation will be performed to determine each proposer’s understanding of work to be performed, technical approach, and potential for completing the work as specified in the RFP components, cost reasonableness, the probable cost to the City and ranking with competing proposers.

The PAC will make the selection of the Consultant based upon an evaluation of proposals. Proposals will be evaluated on the following criteria:

• Proposer understanding of the work to be done (20%);

• Prior experience of the firm on projects of this type and scope (20%);

• Prior experience and expertise of the personnel to be assigned to this Project (20%);

• Proposer’s past record of performance on contracts (20%);

• Proposer’s ability to meet the project schedule (10%); and

• Cost factors (10%).

10.0 METHOD OF AWARD

It is the intention of the City that the award of this project will be made to the responder whose total proposal, in the opinion of the City of Kingston, best meets the established criteria listed herein. All aspects of evaluation will be taken into consideration in awarding the project.

It is understood by the parties that the contract resulting from this RFP will be executed only to the extent of the monies available to the City of Kingston.

A notice of award will not be binding upon the City until the contract has been fully executed by both parties.

11.0 CONTRACT PERIOD

The award term will commence on the date of the award and end on September 30th, 2027.

The successful responder will execute a contract with the City of Kingston in substantial conformance with this RFP and the City of Kingston AGREEMENT FOR PROFESSIONAL SERVICES.

12.0 INQUIRIES

All questions pertaining to this RFP are required to be made in writing no later than Wednesday, August 12, 2026, at 12:00 pm and must be submitted using the questionnaire form included within this specification. All questions must be emailed to Ethan Dickerman, Historic Preservation Administrator at edickerman@kingston-ny.gov. Respondents with a question directly related to this specification are required to cite the particular page and number, section, and paragraph to which the inquiry refers. All substantive questions received by the above-mentioned deadline will receive a response in the form of an addendum issued no later than Wednesday, August 19, 2026.

13.0 TERMS AND CONDITIONS

Instructions to Respondents: All submissions must be in accordance with this Request for Proposals.

RFP Information: The information provided for respondents is for informational purposes only. It may not be relied upon and does not constitute a representation or warranty by the City of Kingston, its representatives, employees, officers, agents, or consultants that the information contained therein is accurate or complete. No legal commitment, obligation or liability of the City of Kingston or its representatives, employees, officers, agents or consultants will arise by use of, or the information relating to, any of these materials.

Revisions, Interpretations or Corrections: Revisions, interpretations or corrections of specifications made by the City of Kingston will be by addendum issued before the date set forth for the submission of responses to this RFP. Interpretations, corrections or changes made in any other manner will not be binding, and respondents will not rely upon such revisions, interpretations, corrections or changes.

Conflict of Interest: The City of Kingston’s employees and the immediate family of City of Kingston employees are not permitted to submit a response to this RFP. Furthermore, no official or employee of the City of Kingston will have any personal interest, direct or indirect, in this transaction, nor will any such elected or appointed official, department head, agent or employee having such an interest participate in any decision, meeting, or evaluation or exert any opinion or influence relating to this transaction that affects his or her personal interests or the interests of any person or entity in which he or she is directly or indirectly interested.

RFP Award Acceptance: The City of Kingston reserves the right at all times to accept or reject in their sole discretion, any or all responses and to waive any defects or technicalities or advertise for new RFP responses where the acceptance, rejection, waiving or advertising of such would be in the best interest of the City of Kingston. The RFP process may be terminated or modified without notice at any time.

Notice of Acceptance or Rejection: Notice by the City of Kingston regarding either acceptance or rejection of a response to this RFP will be deemed to have been sufficiently given when mailed to the respondent, or his or her duly authorized representative, at the address indicated in the cover letter accompanying respondent’s submission of a response to this RFP.

Postponement or Cancellation: The City of Kingston reserves the right to postpone or cancel this RFP, or reject all responses, if in its judgment it deems it to be in the best interest of the City to do so.

In the event of a postponement or cancellation of this RFP, the City of Kingston will not be liable for any costs incurred by the respondent in the preparation of their response or for any work performed in connection therein.

14.0 INTERVIEWS

If the PAC determines necessary, interviews may be scheduled with selected responders as soon as possible after the initial evaluation. Sept. 21-25, 2026, are the target dates for interviews to be scheduled. This will permit further evaluation and allow the PAC to inquire further into the experience the responder has had on similar projects, willingness and ability to work closely with City of Kingston staff and others, understanding of the various aspects of the requirements, ability to maintain a schedule and complete the services on time, and other matters deemed pertinent.

15.0 ALTERNATE PROPOSALS

The City of Kingston reserves the right to consider alternatives that are submitted by Responders and that provide enhancements beyond the RFP requirements. Proposal alternatives may be considered if deemed to be in the best interest of the City.