RFP-08-2025 - Public Transit System Study.pdf

COUNTY OF PUTNAM - PURCHASING PAGE: 1

PUTNAM COUNTY OFFICE BUILDING, 40 GLENEIDA AVENUE, ROOM 105, CARMEL NY 10512

TELEPHONE: 845-808.1088

PUBLIC TRANSIT SYSTEM STUDY

RFP NUMBER:

08-2025

9-14-2016R

REQUEST FOR PROPOSAL

REQUEST FOR PROPOSAL DISTRIBUTION:

The County of Putnam officially distributes Request for Proposal documents from the Purchasing Department or through the Empire State Purchasing Group Bid Notification System. Copies of bidding documents obtained from any other source are not considered official copies. If you have obtained this document from a source other than the mentioned above, it is recommended that you obtain an official copy. You may obtain an official copy by registering on the Empire State Purchasing Group’s Regional Bid Notification System www.empirestatebidsystem.com.

CLOSING DATE FOR THE REQUEST FOR PROPOSAL IS 1:00 PM, LOCAL TIME, ON FRIDAY,

October 3, 2025.

PRE-PROPOSAL MEETING:

A pre-proposal meeting will be held as detailed below. Attendance may or may not be mandatory.

A transcript of the questions and answers will be distributed to all attendees and proposers who have returned the Receipt Confirmation Form. Verbal questions will be allowed at the meeting. However, questions of a complex nature, or questions where the proposer requires anonymity, should be forwarded in writing to the County prior to the meeting.

THERE IS NO PRE-PROPOSAL MEETING SCHEDULED

QUESTIONS:

All inquiries related to this Request for Proposal are to be in writing to the attention of:

Alexis Hawley Purchasing Department

40 Gleneida Avenue, Room 105 Carmel, NY 10512

Telephone: 845-808-1088 Alexis.Hawley@putnamcountyny.gov

Deadline for submission of questions is Wednesday, September 24, 2025 by 5:00 pm. Answers will be given via addenda issued in response to the questions received.

http://www.empirestatebidsystem.com/

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PUBLIC TRANSIT SYSTEM STUDY

PURPOSE OF REQUEST FOR PROPOSAL (RFP)

Putnam Area Rapid Transit (P.A.R.T.) is the public transportation system serving Putnam County, NY and provided by the County’s Department of Planning, Development and Public Transportation. The system consists of three fixed routes, a commuter shuttle, a seasonal trolley service, ADA complementary paratransit and currently, a demand-response Microtransit pilot program started in 2025 to replace one of the County’s underperforming fixed routes.

Putnam County is seeking a qualified consulting firm with expertise in the planning, design and analysis of bus transit systems with a focus on demographic, land use and socio-economic factors, public engagement and relevant technological developments. The consultant will undertake a comprehensive system-wide study to assess strengths and weaknesses and formulate broad strategies as well as a detailed set of recommendations to improve system efficiency, rider experience, geographical coverage and increase service consumption. This study will be funded through the Unified Planning Work Program (UPWP) adopted by the New York Metropolitan Transportation Council (NYMTC), of which Putnam County is a member.

Proposers must offer a proposal that will meet the scope of services, qualifications, and general description of work activities identified in this Request for Proposals (“RFP”).

ISSUING OFFICE AND RFP REFERENCE NUMBER

The County of Putnam’s Purchasing Department is the issuing office for this document and all subsequent addenda relating to it. The reference number for the transaction is solicitation RFP 08- 2025.

LENGTH OF CONTRACT

The final draft of the transit study should be ready no later than May 1, 2026. Delivery of the final documents must occur no later than June 1, 2026.

The County of Putnam reserves the right to review contract(s) on a regular basis regarding performance and cost analysis and may negotiate price and service elements during the term of the contract.

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PUBLIC TRANSIT SYSTEM STUDY

CONTRACT TERM – RENEWAL

In addition to any stated renewal periods in the Contract, any contract or unit portion thereof let by the Director of Purchasing may be extended by the Director of Purchasing for an additional period(s) of up to one year (cumulatively) with the written concurrence of the Contractor.

STANDARD CONTRACT TERMS AND CONDITIONS AND DEFINITIONS

Any contract resulting from this RFP will include the County’s Standard Terms and Conditions for Professional Service Contracts, which are attached to this RFP. Exceptions and or additions to the County’s Standard Terms and Conditions are strongly discouraged.

Exceptions to the RFP Terms and Conditions, and/or Standard Terms and Conditions for Professional Service Contracts must be submitted with the proposal response. Exceptions, additions, service level agreements, etc., submitted after the date and time for receipt of proposals will not be considered.

The County retains the right to refuse to negotiate on exceptions should the exceptions be excessive and not in the best interest of the County.

If negotiations are required, contractor must provide all documents in Microsoft WORD format for redline editing. Offeror must provide the name, contact information, and access of the person(s) that will be directly involved in legal negotiations.

PROTEST PROCEDURES

Any actual or prospective bidder, offeror, or contractor who is aggrieved in connection with the solicitation or award of a contract may protest to the County Executive. Protestors are urged to seek resolution to their complaints initially with the Director of Purchasing. A protest with respect to an invitation for bids or request for proposals shall be submitted in writing prior to the opening of bids or the closing date of proposals, unless the aggrieved person did not know and should not have known of the facts giving rise to such protest prior to bid opening or the closing date for proposals.

The protest shall be submitted within three calendar days after such an aggrieved person knows or should have known of the facts giving rise thereto.

CONFIDENTIAL/TRADE SECRET INFORMATION

The County of Putnam is subject to New York State’s Freedom of Information Law (FOIL) which mandates public access to government records not otherwise subject to exemption.

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PUBLIC TRANSIT SYSTEM STUDY

Vendors should be aware that pertinent facts relating to their proposals, excluding trade secrets or proprietary information, could potentially be released upon selection of the successful vendor.

Should your submission, for this RFP, contain “trade secrets”, or other information that the disclosure of which could reasonably be expected to be harmful to business interests, you must ensure that such information is clearly identified and marked as such. Identification must be specific by item or paragraph.

Marked information will be treated as Confidential Third-Party Information. Should marked information be the subject of a request under FOIL, you may be requested either to consent to the request or make representation explaining why the information should not be disclosed.

DISCUSSIONS WITH OFFERORS (ORAL PRESENTATIONS)

An oral presentation by an offeror to clarify a proposal may be required at the sole discretion of the County. However, the County may award a contract based on the initial proposals received without discussion with the Offeror. If oral presentations are required, they will be scheduled after the submission of proposals. Oral presentations will be made at the offerors’ expense. The County is not required to provide the opportunity for oral presentations to all offerors that submitted a proposal.

BACKGROUND

Located in the Lower Hudson Valley, Putnam County offers a mix of rural and suburban settings. The eastern half of the county includes suburban communities such as Carmel, Mahopac and Brewster and is home to nearly three quarters of the County’s 97,668 residents, while the western half of the county is well known for its many natural attractions, hiking opportunities, access to the Hudson River and historic riverfront communities such as Cold Spring and Garrison Landing.

Reflecting these population trends, the majority of Putnam Area Rapid Transit’s service area is located in eastern Putnam County. The transit system connects the Town of Patterson at the northern end of the County with the Jefferson Valley Mall which is located over the County’s southern boundary in Westchester County, with each of its three fixed routes (as well as its new Microtransit pilot program) radiating out from its pulse point at Putnam Plaza in Carmel, NY. Connecting service is offered between PART and Westchester Beeline, Housatonic Area Regional Transit (Danbury, CT) and MTA’s Metro-North Railroad’s Harlem Line at three railroad stations (Paterson, Southeast and Brewster).

In 2024, the County’s transit system provided over 106,000 unlinked passenger trips representing a continued 10 percent annual growth in ridership since the Covid-19 pandemic, but there has been an overall decreasing trend in ridership since 2013. This study seeks to address the decline in ridership, COUNTY OF PUTNAM - PURCHASING PAGE: 5

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while also analyzing and presenting innovative transit options to foster system efficiencies and improve other underperforming routes and/or expand coverage to areas of the County which either have limited transportation options or none at all.

OBJECTIVES

At a high level, the objectives envisioned for this study are to increase ridership through more efficient service, improved amenities and expand transit connectivity both within Putnam County and regionally. To accomplish this, we envision breaking down these objectives into the following elements:

• Assessment of current conditions including service design, assets, management structure, productivity metrics and operating and capital costs/funding opportunities.

• Public Engagement and feedback to be used to gauge the concerns and needs of transit riders and various community stakeholders.

• Formulation of planning inputs including demographic, socio-economic and land use-related analyses to match current and future transit network design with demonstrable community needs.

• Analyze the strengths and weaknesses of each PART system component (each individual fixed-route, Croton Falls Shuttle, Cold Spring Trolley, Demand-Response pilot and ADA Paratransit) and formulate a menu of alternative scenarios and recommendations.

• Explore various ways of expanding coverage to include areas of Putnam County that are currently underserved or not served at all by public transportation. This should include but not be limited to current concepts such as demand-response systems, county-wide paratransit or the creation of new fixed routes, with each option showing costs and benefits and operating alternatives.

• Explore various ways of enhancing the connectivity between Putnam Area Rapid Transit’s network and neighboring transit systems as well as other regional destinations, again with each option showing costs and benefits and operating alternatives, as well as preparing an assessment of regional carriers. This would also include enhancing connections with the Metro-North Commuter Railroad stations within Putnam County.

• Identify and study various user amenities throughout the system, including but not limited to bus stop amenities such as shelters, signage, benches and other fixtures.

• Analyze the county transit system’s current level of integration and identify existing technologies that can be implemented to facilitate use of the system and improve upon rider experience.

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PUBLIC TRANSIT SYSTEM STUDY

QUALIFICATIONS

To be considered, the vendor must, at a minimum, respond to the full scope of services specified in this RFP.

Vendor shall be individual firms, corporations or other legal entities permitted by law to do business in New York State and shall possess the necessary experience and qualifications to perform the planning and consulting services specified in this RFP.

Vendor shall possess or be able to obtain all insurance such as, Professional Liability Insurance, Commercial General Liability/Auto, and Workmen’s Compensation Insurance etc., as indicated in Putnam County Insurance Requirements.

Vendor must demonstrate at least five years of experience as a planning consultant.

SCOPE OF WORK

Task 1: Project Kick Off

The consultant team will meet with staff from the Putnam County Department of Planning, Development and Public Transportation and through a collaborative process will address the following:

• Identify and understand local transit system related issues

• Identify and understand relevant state and federal regulatory requirements

• Identify previous transit system studies and available data

• Identify relevant data to be collected

• Identify and discuss broad, high-level issues related to current and future transit systems

• Identify potential future opportunities for the transit system as a whole as well as each individual route or component

• Identify timeline for study and deliverables

• Finalize scope of work

Deliverables: Meeting minutes, agenda and presentation materials

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Task 2: Assessment of Current Conditions

This task will involve a detailed description of the current state of services offered by Putnam County’s transit system, describing in detail PART’s core fixed-route network, ADA complementary paratransit service, demand-response Microtransit pilot, Croton Falls Commuter Shuttle and seasonal Cold Spring Trolley service. This task will further involve detailed analysis of these current services ranging from route-specific ridership, ridership trends, productivity, on-time performance and other reliability factors. This task will also describe rolling stock and other equipment characteristics, fare structure, network design and route geometries, and current financial characteristics such as operating and capital costs, current funding sources including local funding and farebox revenue and current operations contract structure. The County will furnish or make available any information needed to complete this task.

Task 3: Planning Inputs

This task shall establish the planning inputs upon which a thorough, comprehensive analysis of Putnam County’s Transit system will be advanced. This will include a socioeconomic and demographic analysis of Putnam County as a whole and the core fixed-route service area specifically. This section will also look at economic data, such as employment data (major employers, major trip generators, retail centers, etc.), commuting patterns and potential development areas and/or corridors based on likely future growth.

Ridership surveys shall be conducted to provide a thoroughgoing picture of PART’s current ridership such that it can inform planning needs, both to better serve existing riders and increase ridership among those who use the service less frequently. Information collected in these surveys should seek to collect demographic information relevant to future planning and/or administrative needs, i.e.

income, race/ethnicity, language, use cases, use frequency, length of time using the system, etc.

Putnam County also collects data on various elements of the system including some performance factors and ridership patterns through the use of automatic passenger counters. Putnam County will make this data available as needed for relevant analyses.

Putnam County’s transit system involves many stakeholders from human service agencies, employers, those involved in housing, retail and other goods and services to individual bus operators and individual transit riders. Therefore, it will be a task of this study to conduct, collect and transcribe interviews with a wide variety of stakeholders hearing their assessments, needs and recommendations for the Putnam County transit system. Summarization and relevant analysis of this

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data should also be provided. Further, information presented in the study should be supported by data tables and legible and engaging maps.

Deliverables:

• Socio-economic and demographic analysis of Putnam County and core service area;

• Economic analysis of Putnam County and core service area including major trip generators such as employers, retail centers, transit hubs, residential developments, etc. as well as commuting patterns and potential development areas/corridors based on either planned or likely future growth;

• Design (in partnership with Putnam County staff) and conduct ridership surveys collecting information listed above;

• Design (in partnership with Putnam County staff) and conduct stakeholder interviews drawing from transit system employees, community stakeholders and agency stakeholders throughout Putnam County;

• Narrative summarization of ridership surveys and stakeholder interviews;

• Presentation of key points in data tables and legible and compelling maps.

Task 4: Fixed-Route Network Analysis

Putnam County’s core-fixed route services and route alignments have remained relatively unchanged for several decades. This task will provide analysis of each of the County’s fixed routes in terms of current alignments, frequencies, service span, stop locations and on-call options. This will entail detailed description of route characteristics, ridership, cost, and the various strengths and weaknesses of each route and a set of recommendations and their expected outcomes pertaining to alignment changes, frequency changes, service span changes or even major changes such as route elimination, consolidation, separation into additional routes or replacement with alternative service models such as demand-response Microtransit.

This task will also evaluate overall network design. PART’s current core fixed-route network is essentially radial in nature with four routes each departing Putnam Plaza (the system’s pulse point) each hour. This system is highly beneficial and sensible. However, alternative scenarios, or simply minor variations that don’t fit within the radial/pulse point model should be suggested if they can be demonstrated to better serve the needs of Putnam County transit ridership.

This analysis should also involve identification of significant destinations within or near the general service area but not presently served by any of the County’s fixed routes. This would include large employers, retail centers, residential developments or important corridors, i.e. Danbury Rd., Route 22 between Danbury Rd. and Rt. 312 or Fields Ln. Analysis of existing routes or proposed new routes

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should take into consideration how to serve these locations, inclusive of planned future developments as well.

In addition to the PART system’s three fixed routes, the County also operates a seasonal trolley bus service in Cold Spring, a commuter shuttle between Mahopac and Croton Falls Metro-North Station and a demand-response Microtransit pilot in Patterson. These systems should also be analyzed but will require separate analyses due to the unique characteristics, ridership and/or funding structure of these services.

As an additional element of the fixed-route system analysis, there should be a focus on the exploration of rider amenities and the implementation thereof. This should primarily include stop amenities such as bus shelters, signage and other permanent fixtures and would include an inventory of existing assets in this category as well as a set of recommendations for suitable locations for new shelters, signage and other amenities. The consultant will identify locations and signage specifications for such amenities on a map and as a GIS shapefile.

Recommendations should also be provided for improvements to bus schedules and timetables, particularly with regards to simplification and user-friendliness as well as improved integration with GTFS. Ideally, there should also be a discussion of relevant existing technologies utilized by current transit systems to improve rider experience, such as cashless fare payment systems, CAD/AVL/GPS systems, etc. and how these systems and their implementation would be the most suitable for Putnam County.

This task should draw upon existing socioeconomic and demographic data, conducted stakeholder interviews, and existing PART system automatic passenger counter (APC) data as well as current transit planning techniques to provide the afore-mentioned analysis, balancing technical planning expertise with stakeholder and community-based knowledge of the system and its characteristics.

Information should be supported by data tables and legible, compelling and engaging maps.

Deliverables:

• Analysis of each individual route and its characteristics, particularly those listed above, highlighting strengths and weaknesses, leading to recommendations for future changes;

• Analysis of Croton Falls Commuter Shuttle;

• Analysis of Cold Spring Trolley route;

• Analysis of overall network design and route geometries including existing pulse point/transit hub located at Putnam Plaza and recommendations for future changes;

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• Identify significant destinations such as employers, retail centers, residential sites and important corridors within or near the general service area but that are not presently served and provide insight into how to serve them;

• Analysis of existing PART system stop amenities and recommendations on suitable locations for new and improved amenities such as shelters, signage and other fixtures, including up two twenty shelters and fifty bus stop signs;

• Review of existing PART system schedules and timetables and recommendations for streamlining schedule and timetable design for user-friendliness and improved integration with GTFS;

• Narrative on current relevant technologies in use in transit systems to improve experience and convenience (such as cashless fare payment systems, CAD/AVL/GPS, etc.) and recommendations on which of these systems would be most beneficial in the context of the PART system;

• Presentation of key points in data tables and legible engaging and compelling maps;

• Summarization (with justification) of recommendations pertaining to the topics described in this task.

Task 5: On-Demand Microtransit Network Analysis

This task will examine opportunities to improve transit through utilization of on-demand microtransit services. Broadly, the technical assistance requested for the project consists of an analysis of the feasibility of microtransit pilot including the current service design considerations such as hours of service, vehicle fleet characteristics, and other operational and capital considerations.

Additionally, the study should include an analysis of the feasibility of microtransit service expansion including service design considerations such as hours of service, vehicle fleet characteristics, and other operational and capital considerations as options for expanding transit access in a subregional area broader than the current service area. The proposed subregional service areas will be determined based on guidance and discussion with the consultant and Putnam Transit staff. For each area of study described above, service adjustments should seek to improve rider experience and bolster the viability of transit as a transportation option.

The analysis would explore the impact of adjusting service zone boundaries and service parameters (i.e., pre-scheduled vs. on-demand, maximum wait time for on-demand service or pickup window for pre-scheduled service) as they relate to rider experience and quality of service. The focus would be on transit-dependent populations including seniors, people with disabilities, youth, lower-income populations, and other transit-dependent groups identified by the demographic component of this study as well as the conducted stakeholder interviews. The evaluation will assess predicted

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performance measures relating to cost, ridership and convenience and should be supported by data tables and legible, compelling and engaging maps. It is anticipated that up to two service plan ideas will be designed by the consultant to be considered for implementation.

Deliverables:

• Analysis of microtransit pilot and its characteristics, particularly those listed above, highlighting strengths and weaknesses, leading to recommendations for future changes and up to two service plan ideas;

• Analysis of microtransit pilot service and its current integration with the fixed route system and recommendations for future changes;

• Identify opportunities for at least one microtransit system in the selected service areas. The analysis should consider the role, performance, and opportunities of existing on-demand service providers operating in the area, including their role in meeting the need for door-to-door rides among certain populations, such as older adults and people with disabilities;

• Model the demand for microtransit service to reflect an anticipated volume and distribution of ride requests according to factors including travel patterns, the availability of alternative modes of transportation, key origins and destinations, residential and job density, and area demographics;

• Provide draft scenario-based service plan recommendations that reflect input received from Putnam Transit staff and other stakeholders, and the results of the scenario model’s analysis and service cost estimates. The draft recommendations should also include service maps and/or maps showing geographic operational zones, relationships with other transit services, and anticipated benefits and tradeoffs associated with the recommended microtransit alternative(s). Information about assumptions should be included as context for the recommendations including size of fleet, vehicle types and maximum wait times;

• Evaluate the potential for a microtransit online software platform to integrate ride brokering functionality or other features that assist users in planning trips across multiple transportation services, including volunteer driver programs.

Task 6: ADA Paratransit System Analysis

In this task, the Consultant will provide a landscape analysis to understand how paratransit is provided in Putnam County and to understand the drivers of costs. The study will review, analyze, and summarize Putnam County’s current approach and paratransit service. A written analysis should be provided that details (1) where and how residents are using paratransit, to better understand service demands based, and (2) identify any trends in major origins and destinations, trip purposes, temporal trends, and other insights to better understand travel characteristics of the service.

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In light of the major drivers of demand and cost, the study will review how peer agencies in the Hudson Valley and throughout the country are managing the need to provide quality service for people with disabilities with the need for sustainable funding strategies. Where possible, the Consultant will compare the performance of peer programs to PART paratransit in order to illuminate how these programs compare in key performance areas. Of particular interest is a cost comparison of PART paratransit trips to that of its peer programs.

Based on the findings above, the Consultant should propose a strategy roadmap for Putnam County to consider how to refine its paratransit approach and should include county-wide solutions to transform PART paratransit. The roadmap must include high level cost comparisons to the status quo and major required policy and legislative steps. The justification for and benefits of the approach options should be clearly articulated.

Deliverables:

• Analysis of existing paratransit service and its characteristics highlighting strengths and weaknesses;

• Provide draft scenario-based service plan recommendations that reflect input received from Putnam Transit staff and other stakeholders of a potential expansion beyond what is required. The draft recommendations should also include service maps and/or maps showing geographic operational zones, relationships with other transit services offered in the County, and anticipated benefits and tradeoffs associated with the recommended alternative(s).

Information about assumptions should be included as context for the recommendations including size of fleet, vehicle types and maximum wait times;

• Evaluate the potential for an online software platform to integrate ride brokering functionality or other features that assist users in planning trips across multiple transportation services, which is also a deliverable in Task 5.

Task 7: Recommended Plan of Action – The Putnam County Transit Study Report with Recommendations

The consultant will assemble all of the aforementioned required deliverables into a Draft Transit Study Report with Recommended Plan of Action. The Draft Transit Study Report will include:

• Executive Summary

• Study process

• Summaries of Deliverables from Tasks 1 to 7

• Outlines of recommended strategies

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• Planning-level capital, operating and management costs, including revenue and expenses for the preferred set of strategies

The Draft Report will be reviewed by the Putnam County Planning Department staff and the consultant will be required to make revisions, additions, etc., as necessary. After the document is revised, the consultant will be expected to meet with County staff to discuss the findings of the study and outline of recommendations.

Based on the feedback provided, the consultant will refine the Draft Report into a Final Transit Study Report with Recommendations. The consultant will be expected to meet with the Putnam County Planning Department staff, the Putnam County Executive, and other key stakeholders, to discuss the findings of the study and the recommendations. An additional meeting may be required to present the study to the Putnam County Legislature.

DISADVANTAGED BUSINESS ENTERPRISE (DBE) GOAL

This contract has a DBE goal of 5.88%, with 4% race/gender neutral goal and 1.88% race/gender conscious goal for participation. Consultants must indicate in their proposal how they will meet this goal or provide evidence of good faith efforts if they cannot with their proposal.

VALUE ADDED CONSIDERATIONS

Proposer may include any related services or products they offer that could be provided to the County which are not specifically requested in this RFP, but which Proposer feels may enhance their proposal.

No pricing information for these value-adds should be included in the proposal.

COMPENSATION

All vendors are required to submit a lump sum fee proposal for completing all components of the study. In addition, vendors are required to include a breakdown of cost for Task 1 through Task 7, a list of any other anticipated expenses (travel, materials, copies, etc) and staff/titles hourly rates that will only be used in relation to scope changes and change orders, if any.

Consultant may only invoice at the completion of each task. The completion of each task will be considered to be the County’s acceptance of the deliverables required for each task.

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SUBMITTING YOUR PROPOSAL

By submitting a proposal in response to this RFP, offeror is acknowledging that the requirements, scope of work, and the evaluation process, outlined in the RFP are fair, equitable, not unduly restrictive, understood and agreed to. Any exceptions to the content of the RFP must be protested to the Director of Purchasing prior to the closing date and time for submission of the proposal.

Proposals must be received by the posted due date and time. Proposals received after the deadline will be late and ineligible for consideration.

Proposals may be submitted electronically through BidNet or in hard copy but no matter, all proposals must be submitted no later than Friday, October 3, 2025 at 1 pm. Hard copies can be mailed to the Putnam County Purchasing Department, 40 Gleneida Avenue, Room 105, Carmel, NY. 10512. Only one unbound, hard copy is required and the sealed envelope should be marked RFP-08-2025 – Public Transit System Study.

AWARD OF CONTRACT

Award(s) shall be made to the offeror(s) whose proposal(s) is/are the most advantageous to the County taking into consideration price and the other evaluation factors set forth in this request for proposals.

The County reserves the right to award the contract(s) to a technically qualified lower cost offeror(s) in the event the high scoring offer is determined to not be the best value offered to the County, based on a cost benefit analysis.

Award will be made only to “responsible” offerors possessing the ability, experience, willingness, and integrity to perform successfully under the terms and conditions of the contract. Responsibility is a procurement issue that is determined by the recipient after receiving bids or proposals and before making contract award in ascertaining whether or not a bidder or proposer is responsible, information may be requested from bidder or proposer to discuss and assist in determining responsibility.

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PURCHASES BY OTHER LOCAL GOVERNMENTS OR SCHOOL DISTRICTS

As per the New York State General Municipal Law, all political subdivisions of New York State are allowed to make purchases through the resulting contract(s).

1. The County of Putnam shall make all contract award information available to other political subdivisions through our website: www.putnamcountyny.com

2. Any other political subdivision will issue purchase orders directly to vendors within the specified contract period referencing the County’s contract and shall be liable for any payments due on such purchase orders; and shall accept sole responsibility for any payment due.

3. All purchases shall be subject to audit and inspection by the other political subdivisions for which the purchase was made.

4. No officer, board or agency of a county, town, village, or school district shall make any purchase through the County when bids have been received for such purchase by such officer, board or agency, unless such purchase may be made upon the same terms, conditions and specifications at a lower price through the County.

5. All bidders shall be on notice that as a condition of the award of a County contract, the successful bidder shall accept the award of a similar contract with any other political subdivision in New York State, if called upon to do so. The County, however, will not be responsible for any debts incurred by the participants pursuant to this or any other agreement.

6. Necessary deviations from the County’s specifications in the award of a participant contract, whether such deviations relate to quantities or delivery points, shall be resolved between the successful bidder and the other political subdivisions.

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RFP NUMBER:

08-2025

9-14-2016R

PROPOSAL EVALUATION CRITERIA

An Evaluation Committee will evaluate proposals against the following weighted criteria. Each area of the evaluation criteria must be addressed in detail in the proposal.

WEIGHT EVALUATION CRITERIA

30 points Demonstrated understanding, ability and capacity to provide the services under this scope of work

30 points Relevant experience and qualifications – demonstrated experience and success with similar projects and the expertise of proposed team members

25 points Cost 15 points Proposed methodology –the proposed approach to achieve projects objectives

All proposals in response to this RFP will be evaluated in a manner consistent with the Putnam County Procurement Policy, rules, policies, and the evaluation criteria established in the RFP.

PROPOSAL REQUIREMENTS AND RESPONSE FORMAT

All proposals must include:

• Section I: Executive Summary

• Section II: Detailed Narrative

• Section III: Company Information

• Section IV: References

• Section V: DBE participation

• Section VI: Value-Added Considerations

• Section VII: Protected Information (if any)

• Section VIII: Cost Proposal

• Section IX: Exceptions to the RFP terms and conditions

• Required Forms: Required Forms

1. Executive Summary: Each response to the RFP should be accompanied by an executive summary, not exceeding one (1) page, that summarizes key points of the proposal, and which is signed by an officer of the firm authorized to commit the proposer to the obligations contained in the proposal. The executive summary should also include a phone number and e-mail address for the proposer’s contact person.

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2. Detailed Narrative: In a narrative format, describe in detail how the services will be structured explaining how each of the requirements of the scope of work and other tasks will be accomplished. Include the following:

• Company expertise and that of the proposed personnel (include resumes of key personnel to be involved in providing services to Putnam County)

• Understanding of the services to be provided

• availability of personnel to fulfill the scope

• summary of the work and methodology which will be undertaken to accomplish each task under the scope of services

• demonstrated success with similar projects

3. Company Information & Personnel. Provide information related to your company and any companies you are proposing to use as subconsultants, if any. Include key personnel that are proposed to be used on this project. At a minimum, provide the following:

a. Year the company was organized.

b. Number of employees

c. Identification of company ownership.

i. Functions and location of your nearest office to Putnam County.

d. A list of key personnel, their resumes and a description of their relevant experience

4. Experience/References. Provide information that clearly demonstrates your organization's prior experience and background in contracts similar in scope of this RFP. Include examples of similar projects. This section should demonstrate that the firm has achieved successful results from strategies recommended by the consultant in previous studies. This section must include:

a. A list of at least three (3) municipal clients (recent past/present). Include the following information for each client:

i. Name and address of the client

ii. Contract scope

iii. Contract term

iv. Contract value

v. Name, telephone number, and email address of contact person

5. DBE Participation. Provide detailed information regarding how your firm intends to meet the DBE goal or include evidence of good faith efforts should you not be able to achieve the goal.

6. Value Added Considerations. Offeror may include any relevant services or products that will be provided to the County which are not specifically priced in their proposal; but which enhance the Offeror’s proposal.

7. Protected Information. All protected information must be included in this section of proposal response. Do not incorporate protected information throughout the proposal. Rather, COUNTY OF PUTNAM - PURCHASING PAGE: 18

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provide a reference in the proposal response directing reader to the specific area of this Protected Information section. Protected information would include any information that is legally protected, such as trade secrets or confidential commercial information.

8. Cost Proposal. Cost Proposal must be kept separate from the Detailed Proposal. Do not include any cost or pricing data in your Detailed Proposal. See Cost Proposal Form.

9. Exceptions to Terms and Conditions. Exceptions to the RFP Terms and Conditions, and/or the Standard Terms and Conditions for Professional Service Contracts must be submitted with the proposal response. Exceptions, additions, service level agreements, etc. submitted after the date and time for receipt of proposals will not be considered.

10. Required Forms. The following forms are required to be submitted with each proposal response.

a. County - Affidavit of Non-collusion

b. County - Affidavit of Compliance

c. County - Relationships to Putnam County

d. County - Certification of Compliance with Iran Divestment Act

e. County - Disclosure of Supplier Responsibility

f. County – Notary Page For County Forms

g. County – Cost Proposal

h. County – Cost Proposal Certification

i. Federal – Government-wide Debarment & Suspension

j. Federal – Certification & Restrictions on Lobbying

k. State – Procurement Lobbying Act Certification Form

l. State – Non-Collusion Bidding Certification

m. State – Certificate of Eligibility

n. State – Equal Employment Opportunity

o. State - Vendor Acknowledgement

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STANDARD TERMS AND CONDITIONS FOR PROFESSIONAL SERVICE CONTRACTS

The term “County” shall mean the County of Putnam.

The term “Offeror” shall mean a person or entity who makes a specific proposal to another (the County) to enter into a contract.

ACCEPTANCE OF PROPOSALS

This RFP should not be construed as a contract to purchase goods or services. The County is not bound to accept the lowest price or any proposal of those submitted.

ACCEPTANCE OF TERMS

All the terms and conditions of this RFP are deemed to be accepted by the Offeror and incorporated in its proposal except those conditions and provisions that are expressly excluded by the Offeror’s proposal.

AMENDMENTS TO REQUEST FOR PROPOSAL

Any verbal information obtained from or statements made by the Director of Purchasing or his designee at the time of pre-proposal meetings or site visits shall not be construed as, in any way, amending the RFP documents. Only such corrections or addenda as are issued by the Director of Purchasing in writing shall become a part of the Contract. Any addendum issued during the RFP process shall be included in proposals and become a part of the Contract Agreement.

AMERICANS WITH DISABILITIES ACT OF 1990

Offeror agrees to comply with the provisions of the Americans with Disabilities Act of 1990 (ADA) prohibiting discrimination on the basis of disability with regard to employment policies and procedures, structural and program accessibility, transportation and telecommunications.

APPROVAL OF FEDERAL, STATE AND LOCAL AGENCY

Notwithstanding any other provisions of this Agreement, County shall not be liable for any payment or compensation to Offeror until the Services rendered by Offeror under any resulting Agreement meet the approval and standards of any other Federal, State or local agency, authority, commission or body, which has jurisdiction over the Services to be rendered under this Agreement and which provides funding in whole or in part for the Services provided under this Agreement.

BUSINESS CORPORATION LAW

The Offeror shall be licensed to do business in the State of New York and is fully qualified under the Business Corporation Law, Article 13 - Section 1304.

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CHANGES TO PROPOSAL WORDING

No changes to wording of the proposal will be accepted after submission unless requested by the County.

CONTRACT ADMINISTRATOR

A County contract administrator will be assigned to oversee the contract awarded to the successful Offeror. In addition, the successful Offeror will be expected to name a counterpart contract administrator. The Offeror’s contract administrator will be responsible for providing scheduled status reports to the County’s contract administrator or his designee.

COMPLIANCE WITH LAWS

The Offeror shall comply with all the provisions of laws in the County of Putnam, the State of New York and of the United States of America which affect municipalities and municipal contracts, and provide at his expense, any and all permits, licenses and registrations required for the fulfillment of this agreement, and more particularly the Labor Law, the Immigration and Naturalization Laws and Regulation, the General Municipal Law, the Workers’ Compensation Law, the Lien Law, Personal Property Law, State Unemployment Insurance Law, Federal Social Security Law, State, Local and Municipal Health Laws, Rules and Regulation, and any and all regulations promulgated by the State of New York and of amendments and additions thereto, insofar as the same shall be applicable to any contract awarded hereunder with the same force and effect as if set forth at length herein.

CONFIDENTIALITY - For the purposes of this article:

The term “Confidential Information” as used herein means all material and information, whether written or oral, received by Offeror from or through County or any other person connected with County, or developed, produced, or obtained by Offeror in connection with the performance of Services under this Agreement. Confidential Information shall include, but not be limited to, samples, substances and other materials, conversations, correspondence, records, notes, reports, plans, drawings, specifications and other documents in draft or final form, including any documentation or data relating to the results of any investigation, testing, sampling in laboratory or other analysis, and all conclusions, interpretations, recommendations and/or comments relating thereto.

The term “Offeror” includes all officers, directors, employees, agents, subcontractors, successors, assignees or representatives of Offeror.

Offeror shall keep all Confidential Information in a secure location within Offeror’s offices. The County shall have the right, with advance notice during reasonable business hours, to enter

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Offeror’s offices to ensure that Confidential Information is maintained in a secure location. No inspection or failure to inspect by the County shall relieve Offeror of the responsibility for the performance of its obligations hereunder.

Offeror shall hold Confidential Information in trust and confidence, shall not disclose Confidential Information or any portion thereof to anyone other than County without the prior written consent of County and shall not use Confidential Information or any portion thereof for any purpose whatsoever except in connection with the performance of the Services under this Agreement.

Offeror shall notify County immediately upon receipt by Offeror of any request by anyone other than County for, or any inquiry related to, Confidential Information. Offeror is not prohibited from disclosing portions of Confidential Information if, and to the extent that, (i) such portions have become generally available to the public other than by an act or omission of Offeror, or (ii) disclosure of such portions is required by subpoena, warrant or Court order; PROVIDED, however, that in the event anyone other than County requests all or a portion of Confidential Information, Offeror shall oppose such request and cooperate with County in obtaining a protective order or other appropriate remedy unless and until County in writing waives compliance with the provisions of this section or determines that disclosure is legally required.

In the event that such protective order or other remedy is not obtained, or County waives compliance this section or determines disclosure is legally required, Offeror shall disclose only such portions of Confidential Information that, in the opinion of County, Offeror is legally required to disclose, and Offeror shall use its best effort to obtain from the party to whom Confidential Information is disclosed written assurance that confidential treatment will be given to such portions of Confidential Information as are disclosed, to the extent permitted by law.

Offeror shall obtain from each subcontractor of Offeror, and if requested by County from the directors, employees, agents, successors, assignees or representatives of any such subcontractor, a Confidentiality Agreement running to the benefit of County, substantively identical the requirements in this RFP, prior to the performance of any of the Services in connection with this Agreement. Offeror’s obligations under this section shall survive the completion of Services under or the expiration or termination of this Agreement.

CURRENCY AND TAXES

Prices are to be in U.S. dollars, duty and delivery FOB destination, freight prepaid and allowed.

The County is exempt from all sales and use taxes.

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DEBRIEFING

Upon written request from an unsuccessful offeror, the Director of Purchasing will arrange for a debriefing session. The debriefing is not to be seen as an opportunity to challenge the decision.

Once debriefing ends, the RFP process is finished and the RFP will not be discussed further with the offeror at any time.

DEFINITION OF CONTRACT

The County may at its option notify an Offeror in writing that its proposal has been accepted and such acceptance shall at the County’s option constitute the making of a formal contract for the services set out in the RFP. Alternatively, the subsequent full execution of a written contract shall constitute the making of a contract for services, and no Offeror shall acquire any legal or equitable rights or privileges whatever relative to the services until the County has delivered either a signed notice in writing to the offeror or a fully executed written agreement to the Offeror.

ENTIRE AGREEMENT/NO MODIFICATION

This…