RFP-UC26-036 CONSTRUCTION MANAGEMENT SERVICES FOR COMMUNICATION TOWERS.pdf

COUNTY OF ULSTER

REQUEST FOR PROPOSALS

RFP-UC26-036

CONSTRUCTION MANAGEMENT SERVICES FOR

COMMUNICATION TOWERS

ULSTER COUNTY DEPARTMENT OF GENERAL SERVICES

EDWARD JORDAN

DIRECTOR OF GENERAL SERVICES

100 Development Court

KINGSTON, NY 12401

RECEIPT CONFIRMATION FORM

PLEASE COMPLETE AND RETURN THIS CONFIRMATION FORM WITHIN 5 WORKING DAYS

OF RECEIVING BID PACKAGE TO:

Brenden Boughton; Principal Buyer Telephone: (845) 340-3999 Ulster County Department of General Services 100 Development Court, Kingston, NY 12401 Fax: (845) 340-3434 Email: bbou@ulstercountyny.gov

RFP-UC26-036: CONSTRUCTION MANAGEMENT SERVICES FOR COMMUNICATION TOWERS

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

Company Name: ______________________________________________________________________

Address: ____________________________________________________________________________

City: ______________________________________________ State: _________ Zip Code: __________

Contact Person: _______________________________________________________________________

Phone Number: ______________________________EXT:_____ Fax Number: ____________________

Email: ______________________________________________________________________________

I have received a copy of the above noted PROPOSAL.

_____ We will be submitting a PROPOSAL

_____ We will NOT be submitting a PROPOSAL – (please indicate reason)

Signature: __________________________________________________________________

Title: ______________________________________________________________________

If a bidders meeting has been arranged for this Bid, please indicate if you plan to attend: Yes / No

COUNTY OF ULSTER – DEPARTMENT OF GENERAL SERVICES

100 DEVELOPMENT COURT, KINGSTON, NY 12401

PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.ulstercountyny.gov/Departments/General-Services

RFP NAME: CONSTRUCTION MANAGEMENT SERVICES FOR

COMMUNICATION TOWERS RFP-UC26-036 - 3 -

REQUEST FOR PROPOSAL

DATE: July 9, 2026

NOTICE IS HEREBY GIVEN THAT SEALED PROPOSALS ARE SOUGHT AND REQUESTED FOR

THE FOLLOWING:

RFP NAME: CONSTRUCTION MANAGEMENT SERVICES

FOR COMMUNICATION TOWERS

RFP NUMBER: RFP-UC26-036

MAIL PROPOSAL TO: Ulster County Department of General Services

Kingston, NY 12401

SUBMISSION DATE August 7, 2026 by 4:00 P.M.

Proposals received after the time specified will not be opened.

CONTACT PERSON: Brenden Boughton; Principal Buyer Ph: 845-340-3999 Email: bbou@ulstercountyny.gov

PROPOSALS MUST BE SUBMITTED IN A SEALED ENVELOPE OR PACKAGE.

PRINT (ON THE FACE OF ENVELOPE): 1) NAME & ADDRESS OF COMPANY

2) RFP NAME & NUMBER

It is the responder’s responsibility to read the attached RFP Specifications.

By: Edward Jordan Director of General Services

PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.ulstercountyny.gov/Departments/General-Services

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REQUEST FOR PROPOSAL

1.0 PURPOSE

The County of Ulster invites qualified Construction Management (CM) firms to submit competitive proposals for the construction of Communication Towers for a County-Wide Radio System in Ulster County (“PROJECT”) - located at various locations in Ulster County, New York. The selected firm will act as the County’s representative to provide comprehensive oversight, coordination, and management throughout the pre-construction, construction, and closeout phases of the County-Wide Emergency Communications System Project. The Firm must have demonstrated experience in constructing emergency communication towers, foundations, and shelters built to withstand extreme northeast weather.

The County is upgrading its critical public safety infrastructure. The project establishes a robust, interoperable, and county-wide emergency communications network. This system will serve law enforcement, fire services, emergency medical services (EMS), and emergency management agencies.

Background:

This Project consists of nine (9) locations constructed in two (2) phases during the next five (5) years.

Phase 1 sites are the initial Construction Management award scope under this RFP. Phase 2 sites are identified as future project locations, subject to further project development.

Ulster County is seeking to meet the expanding needs and requirements of the existing radio communications system throughout the County.

The County has separately retained Tectonic Engineering Consultants, Geologists & Land Surveyors, D.P.C. as the design/engineering firm for the project. The selected Construction Manager will be expected to coordinate with the County, Tectonic, contractors, vendors, and other project stakeholders in performing the Construction Management services described in this RFP.

Phase 1 - Target of March 2027 Completion/Initial Contract Scope:

• Wawarsing – Plans are attached as Attachment A - Wawarsing Construction Plans

• Rosendale – Plans are attached as Attachment B – Rosendale Site Plans

• Belleayre (Compound expansion, generator and shelter) – Feasibility Report attached as Attachment C - Belleayre Tower Feasibility Report

• Kerhonkson (Compound expansion, proposed generator and shelter) – Feasibility Report attached as Attachment D - Kerhonkson Tower Feasibility Report

• Sam's Pt. (30' tower extension) – Plans/feasibility report currently not available.

• Marlborough (Compound expansion, generator and shelter) – Plans/feasibility report currently not available.

PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.ulstercountyny.gov/Departments/General-Services

COMMUNICATION TOWERS RFP-UC26-036 - 5 -

Phase 2 - Target of June 2029 Completion/Future Work:

• Pine Hill (Greenfield Site) - Plans/feasibility report currently not available.

• Phoenicia (Greenfield Site) - Plans/feasibility report currently not available.

• Red Hill (Greenfield Site) - Plans/feasibility report currently not available.

2.0 SCOPE OF WORK

The selected Construction Manager will oversee a complex, multi-site infrastructure deployment. The project scope includes, but is not limited to, the following elements:

• Communications Towers: Construction of new self-supporting towers and structural reinforcement of existing towers.

• Equipment Shelters: Installation of prefabricated, climate-controlled equipment shelters at all tower locations.

• Backup Power: Deployment of emergency generators and Uninterruptible Power Supply (UPS) systems.

• Site Work: Access road construction, compound fencing, grading, and utility trenching.

• Technology Integration: Coordination with specialized radio and network vendors for antenna installation, microwave backhaul links, and dispatch center equipment integration.

The anticipated scope of work for this project includes, but is not limited to, the following trades:

• General Construction

• Sitework

• Electrical

Role of the Construction Manager

The Construction Manager will serve as an extension of County staff. The CM will ensure the project is completed on schedule, within budget, and in strict compliance with all technical specs, local zoning, and federal safety regulations. Key responsibilities include:

• Schedule Control: Monitoring timelines to prevent critical delays in public safety deployment.

• Budget Management: Managing cost tracking, change orders, and invoice verifications.

• Quality Assurance: Conducting rigorous field inspections across geographically dispersed sites.

• Vendor Coordination: Managing interfaces between contractors.

The Construction Manager is expected to provide on-site services up to thirty (30) hours per week, unless additional on-site services are requested and authorized by Ulster County.

The scope of services that the construction manager is to provide during pre-construction, construction, PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.ulstercountyny.gov/Departments/General-Services

COMMUNICATION TOWERS RFP-UC26-036 - 6 -

and closeout phases of this project shall include, but is not limited to, as follows:

Pre-Construction:

• Pre-qualify/qualify bids/proposals including evaluation of bonds, insurance coverage and financial capability.

• Review construction documents and offer recommendations prior to establishing bid date.

• Stimulate bid/proposal interest and outreach to MWBE and local contractors.

• Assist with possible pre-purchase of long lead materials.

• Assist in the conduct of pre-bid/pre-proposal and pre-construction meetings.

Construction Phase and Closeout:

• Work with Owner, Architect, and Contractors to clearly define roles and responsibilities during construction and develop a construction management plan.

• Chair and conduct weekly meetings with Owner, Architect, and Contractors and produce minutes from each meeting. Assure that the project is on schedule and if not, develop recovery plans with Contractors.

• Establish notification procedures for any shutdowns of utilities for the progress of the work.

• Coordinate the activities of the multiple contracts and prime contractors to assure that they are not interfering with each other.

• Develop and maintain correspondence logs.

• Review and make recommendations on change order requests from the contractors.

Determine if the requests are legitimate.

• Maintain a change order log, reflecting the status of each change order and the total cost of changes.

• Develop and maintain a Request for Information (RFI) log. Coordinate and track responses with the Owner and design teams.

• Produce weekly management report summary defining the progress of the work, including change orders, RFIs, submittals, schedule, and potential claims. Produce a more detailed monthly report of the same items.

• Notify Engineer/Architect of any deviation from contract documents.

• Coordinate all site stored material locations and contractor staging.

• Coordination of all contractors’ activities.

• Act as liaison between contractors, the County, and their designated representatives.

• Monitor the quality of the work and verify compliance with plans and specifications.

Identify poor quality and non-conforming work for correction by contractors.

• Coordinate testing and inspection for the project and review test reports and make recommendations as necessary.

• Produce monthly cost reports to monitor the current and final project costs. Prepare cost flow projections as needed.

PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.ulstercountyny.gov/Departments/General-Services

COMMUNICATION TOWERS RFP-UC26-036 - 7 -

• Review Owner or design team document changes and prepare cost estimates for each.

• Develop and maintain submittal and shop drawing logs. Review both as they are received before transmittal to the Owner and design teams to assure that they are complete and accurate.

• Review and approve the contractor’s monthly payment requests for completeness and accuracy, including ensuring that proper payroll documentation and lien releases are in order.

• Provide on-site inspection and supervision of all work in process. Provide detailed written and photographic logs of the project.

• Ensure that contractors follow all Laws, Statutes, Codes and Regulations during construction and maintain required exit pathways.

• Solicit, review, prepare, and maintain construction schedules.

• Prepare all change orders.

• Prepare all Certificates of Substantial Completion.

• Review of contractor safety procedures on an on-going basis.

• Review and validate any T & M work. (T & M – time and material).

• Review contractors change requests and proposals and make recommendations to the

County.

• Monitor the progress of all project record drawings and initiate corrective actions with contractors to keep record drawings current.

• Maintain a log of all proposal requests and contractor proposals.

• Collect and distribute all project closeout documentation.

In addition to design and preparation of the contract documents, the Engineering Firm/Architect, Tectonic Engineering Consultants, Geologists & Land Surveyors, D.P.C, has been retained to provide the following services:

• Review and approve shop drawings and submittals.

• Review all construction contracts prepared by Owner. Conduct periodic site visits.

• Assist the Owner in monitoring the project budget and expenses.

• Process applications for payment from contractors.

Responders shall submit a Fee/Cost Proposal for the Construction Management services described in this Scope of Work. Phase 1 pricing shall be submitted on a not-to-exceed basis, as further described in Section 4.0 SUBMITTAL CONTENT AND FORMAT, Subsection V: Fee/Cost Proposal.

Phase 1 - Responders shall provide a separate not-to-exceed cost for each Phase 1 project location and a total not-to-exceed cost for all Phase 1 locations. For each Phase 1 location, the Fee/Cost Proposal shall identify the proposed personnel or labor categories, hourly and/or daily rates, estimated hours and/or days, reimbursable costs, and anticipated allocation of costs by pre-construction, construction, and closeout phase.

PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.ulstercountyny.gov/Departments/General-Services

COMMUNICATION TOWERS RFP-UC26-036 - 8 -

Phase 2 - Responders shall provide proposed hourly and/or daily rates for potential future Construction Management services and may provide preliminary cost information by location. Phase 2 pricing shall be identified separately from Phase 1 pricing. The County does not guarantee that Phase 2 services will be authorized under the resulting contract. Any Phase 2 work shall be subject to further project development, finalized scope/documents, and written authorization by the County.

All costs necessary to fully provide the proposed services shall be included, including labor, travel, mileage, equipment, administrative costs, overhead, and any other expenses. Any assumptions, exclusions, limitations, or optional services that may affect the proposed cost shall be clearly identified.

3.0 PROPOSAL/SUBMITTAL RETURN DATE

3.1 RETURN CONFIRMATION FORM

Receipt Confirmation Form which follows the cover page of this RFP should be completed and emailed or faxed to the Ulster County Department of General Services immediately if planning on submitting a proposal. Failure to file this form with Ulster County General Services may result in no further communications regarding this RFP. In order to better evaluate the County’s procedures, those deciding not to respond to the RFP are asked to return the sheet with a short explanation of the reason(s) they will not be submitting.

3.2 RETURN DATE

One unbound original, one (1) photocopy, and one electronic copy (CD or thumb drive) of the proposal in MS Word and PDF format and other required documents comprising the entire proposal must be submitted, sealed in an opaque envelope/package clearly marked on the outside with the name and number of the RFP, and the name and address of the responder. All copies and the original document must be clearly identified as such. The Original Document is required to contain original ink-signed signature pages.

The electronic copy should include all submittal documents including scanned signature pages.

Proposals must be received no later than 4:00 P.M. on Friday, August 7, 2026 at the following address:

Ulster County Department of General Services Edward Jordan, Director of General Services

3.3 SUBMISSION CONDITIONS

The Proposal submitted by the individual Responder(s) is the document upon which Ulster County will make its initial judgment regarding the Responders qualifications, understanding of the County’s scope and objectives, methodology, and ability to perform services under the contract.

Those submitting Proposals do so entirely at their expense. There is no express or implied obligation by County of Ulster to reimburse any firm or individual for any costs incurred in preparing or submitting Proposals, preparing or submitting additional information requested by the County, or for participating in any selection interviews.

PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.ulstercountyny.gov/Departments/General-Services

COMMUNICATION TOWERS RFP-UC26-036 - 9 -

Submission of a proposal indicates acceptance of the conditions contained in this RFP, unless clearly and specifically noted otherwise in the proposal.

Proposals will remain valid until the execution of a contract by Ulster County, unless otherwise rejected consistent with this RFP.

Oral, faxed, or telephoned submittals, or modification thereof, will not be accepted. The County of Ulster reserves the right to waive any and all informalities and to disregard all nonconforming, non-responsive or conditional Proposals. Ulster County reserves the right to reject any or all proposals.

The County of Ulster may, at any time by written notification to all Responders, change any portion of the RFP described and detailed herein.

3.4 GENERAL GUIDELINES

This section of the RFP provides general guidance for preparing proposals. Specific instructions on the format and content of the proposal are contained in Section 4.0 SUBMITTAL CONTENT AND FORMAT. The responder’s proposal must include all data and information requested by the RFP and must be submitted in accordance with these instructions. The proposal shall be compliant with the requirements as stated in the General Specifications specified in this RFP. Nonconformance with the instructions provided in the RFP may result in an unfavorable proposal evaluation.

The proposal shall be clear, concise and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The proposal should not simply rephrase or restate the RFP requirements, but rather shall provide convincing rationale to address how the responder intends to meet these requirements. Responders shall assume that the County (1) has no prior knowledge of their facilities and experience, and (2) will base its evaluation on the information presented in the responder’s proposal.

Elaborate brochures or documentation, binding, detailed artwork, or other embellishments are unnecessary and are not desired. Similarly, for oral presentations, elaborate productions are unnecessary and not desired.

All submitted proposals become the property of Ulster County. The County Department of General Services will retain one copy of all unsuccessful proposals and will destroy extra copies of such unsuccessful proposals.

3.5 QUESTIONS/CLARIFICATIONS

No oral interpretations as to the meaning of the RFP or revisions to the RFP will be made for any responder.

Requests for clarification or interpretation shall be made in writing and directed to

Brenden Boughton; Principal Buyer Ulster County Department of General Services, 100 Development Court

Email: bbou@ulstercountyny.gov or Fax 845-340-3434

At least ten (10) calendar days before the date established for submitting proposals. Inquiries will not be considered after that date. Transmittal of questions via facsimile is acceptable.

PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.ulstercountyny.gov/Departments/General-Services

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Any interpretation deemed necessary by Ulster County will be in the form of an addendum to the RFP and, when issued, will be delivered as promptly as is practicable to all responders. All addenda shall become part of the RFP. Responders shall not rely upon any oral statements or conversations they may have with Ulster County employees or third parties regarding the RFP whether at any pre-proposal conference or otherwise.

4.0 SUBMITTAL CONTENT AND FORMAT

In order for the County to conduct a uniform review process of all proposals, proposals must be submitted in the format set forth below. Failure to follow this format may be cause for rejection of the proposal because adherence to this format is critical for the County’s evaluation process:

SECTION I

Title Page: Showing RFP number, closing date and time, responder’s name, address, telephone and fax number of the company. Responder must also clearly identify the name(s) of the contact person responsible for inquiries regarding the RFP submission and the person responsible to bind the company contractually. Along with the names of these individuals, responder must provide their phone and fax numbers and email address for each.

Table of Contents: The Table of Contents must indicate the material included in the proposal by section and page number.

SECTION II: QUALIFICATIONS AND EXPERIENCE

Each responder will provide the history of their company, describe their professional qualifications, prior experience in similar projects, demonstrated capabilities, including demonstrated ability to work effectively with other service and system providers (e.g., County government), history of regulatory compliance, fiscal solvency and budget performance; contract compliance; accuracy and timeliness of reporting; management structure and ability to support projects of this scope; ability to recruit and retain staff; and commitment to staff development.

Provide examples of how changes implemented to other programs managed by the company improved operations and resulted in cost savings.

Identify all personnel assigned to the project. (Attach resumes)

Provide a minimum of three (3) references, excluding Ulster County, for similar projects completed. Include contact name, telephone number, date of contract, dollar value of contract and brief description of the program. Specific emphasis should be placed on similar work performed in the previous five years.

SECTION III: PROPOSED PLAN

In a narrative format, describe in detail how the program will be structured explaining how each of the requirements of the Scope of Work and other tasks will be accomplished. Include any other additional services, enhancements and/or options that will be provided to the County.

Explain what steps will be necessary to implement services.

PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.ulstercountyny.gov/Departments/General-Services

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Describe what information will be provided to the County effectively capturing required data.

Attach samples of all reports to be used.

Describe the plan to work with the County.

Detail methods to be employed which will result in cost savings for the County. Give examples and where possible provide a realistic estimate cost savings.

Include any additional services or information seen beneficial to this program that the evaluation committee should consider.

SECTION IV: MINORITY/WOMEN-OWNED BUSINESS ENTERPRISE (MWBE)

PARTICIPATION

This project is funded, in part, through grant funding provided by the New York State Division of Homeland Security and Emergency Services (DHSES). As a condition of that funding, the resulting contract is subject to the requirements of New York State Executive Law Article 15-A, which promotes opportunities for the participation of certified Minority-Owned Business Enterprises (MBE) and Women-Owned Business Enterprises (WBE), as well as the employment of minority group members and women in the performance of the contract.

The MWBE participation goals established for this project are 15% MBE participation and 15% WBE participation.

Responders shall identify whether they are certified as an MBE or WBE and shall identify the certifying agency. Responders shall also describe how they intend to meet the established MWBE participation goals for this contract. If a responder proposes to use certified MWBE firms, the responder shall identify the proposed firms, their certification status, and the anticipated scope of work or services to be performed by each firm.

If a responder determines that the established MWBE participation goals cannot be met, the responder shall provide documentation of its good faith efforts to meet the goals as part of its proposal.

SECTION V: FEE/COST PROPOSAL

Fee/Cost Proposal must be provided separately and unbound from the main proposal. The

Fee/Cost Proposal is evaluated apart from the main proposal. This Fee/Cost Proposal shall be submitted in Original, Photocopy, and Electronic formats as described in Section “3.2 RETURN DATE.” The hardcopy Cost/Fee proposal shall be submitted in a separate envelope marked “COST PROPOSAL” with the RFP name and number, submitted at the same time (in the same package) as the proposal. The electronic format may be submitted as a separate file on the same flash drive as the main proposal.

Responders shall submit a Fee/Cost Proposal for the Construction Management services described in Section 2.0 Scope of Work.

Phase 1 - Responders shall provide a separate not-to-exceed cost for each Phase 1 project location and a total not-to-exceed cost for all Phase 1 locations. For each Phase 1 location, the Fee/Cost

PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.ulstercountyny.gov/Departments/General-Services

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Proposal shall identify the proposed personnel or labor categories, hourly and/or daily rates, estimated hours and/or days, reimbursable costs, and anticipated allocation of costs by pre-construction, construction, and closeout phase.

Phase 2 - Responders shall provide proposed hourly and/or daily rates for potential future Construction Management services and may provide preliminary cost information by location. Phase 2 pricing shall be identified separately from Phase 1 pricing. The County does not guarantee that Phase 2 services will be authorized under the resulting contract. Any Phase 2 work shall be subject to further project development, finalized scope/documents, and written authorization by the County.

All costs necessary to fully provide the proposed services shall be included, including labor, travel, mileage, equipment, administrative costs, overhead, and any other expenses. Any assumptions, exclusions, limitations, or optional services that may affect the proposed cost shall be clearly identified. The responder’s name must appear on all cost proposal sheets.

SECTION VI: RETURN DOCUMENTS

Complete and sign all Return Sheets as indicated at the end of this RFP document.

5.0 EVALUATION CRITERIA

Only those proposals that contain complete information and required certifications will be considered. All proposals will be evaluated and examined by a committee of Ulster County representatives using multiple criteria. The project may be awarded to a qualified responder that, based on the committee’s evaluation, submits the proposal that best meets the County’s needs.

The submitted proposals will be evaluated based on the following criteria:

OVERALL PLAN TO PROVIDE REQUIRED SERVICES (35 Points)

• Completeness of responder’s proposed plan to provide Construction Management

Services for the County-Wide Emergency Communications System Project, as described in Section 2.0 Scope of Work.

• Demonstrated capability of the responder to satisfactorily meet not only the requirements outlined in this document but all necessary phases of the program.

• Plan and timeline to accomplish all required tasks.

FEE/PRICING PROPOSAL (30 Points)

• Cost of proposal

• Reasonableness of fees and budget

• Reasonableness of optional fees

QUALIFICATIONS AND EXPERIENCE (25 Points)

• Responder’s experience with projects of similar size and scope

• Personnel qualifications and experience

• Responder’s business history and viability

• References

PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.ulstercountyny.gov/Departments/General-Services

RFP NAME: CONSTRUCTION MANAGEMENT SERVICES FOR

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UNDERSTANDING OF COUNTY’S GOALS AND OBJECTIVES (10 Points)

• Responder understands and proposal addresses the needs of the County and offers a program that will meet or exceed the County’s objectives.

6.0 QUALIFICATION OF RESPONDENT

Each responder shall provide a statement of qualifications as required by these specifications.

The County of Ulster may make such investigations it deems necessary to determine the ability of the responder to perform the work. The responder shall furnish to the County, within five (5) days of a request, all such information and data for this purpose as may be requested. The County reserves the right to reject any proposal if the information submitted by, or investigation of, such responder fails to satisfy the County that such responder is properly qualified to carry out the obligations set forth in this RFP and/or the resulting contract and to complete the work contemplated therein. Conditional proposals will not be accepted.

7.0 PRE-PROPOSAL MEETING (VENDOR’S CONFERENCE)

A pre-proposal meeting is not scheduled at this time.

8.0 METHOD OF AWARD

It is the intention of the County that the award of this project shall be made to the responder whose total proposal, in the opinion of Ulster County, 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 shall be executed only to the extent of the monies available to the County of Ulster. A notice of award shall not be binding upon the County until the contract has been fully executed by both parties.

The County intends to award the Construction Management services for all Phase 1 project locations to a single responder. Phase 2 locations are included in this RFP as anticipated future work. The County reserves the right, but shall not be obligated, to authorize Phase 2 services under the resulting contract by written amendment, work authorization, or other written approval, subject to further project development, finalized scope/documents, and all required County approvals.

9.0 CONTRACT PERIOD

The term of the contract will be for A PERIOD OF Three (3) Years commencing on November 1, 2026 through October 31, 2029 with a County option to renew for two (2) additional one-year terms under identical prices and conditions.

The successful responder shall execute a contract with the County of Ulster in substantial conformance with this RFP and the attached sample County of Ulster AGREEMENT FOR PROFESSIONAL SERVICES.

Federal law and regulations governing the privacy of certain health information requires a “Business Associate Agreement” between the COUNTY and the awarded Vendor [45 C.F.R. Section 164.504(e)]. The COUNTY and the awarded Vendor agree to enter into a separate Business Associate Agreement, to be executed simultaneously with the Agreement For Professional Services.

PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.ulstercountyny.gov/Departments/General-Services

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10.0 INTERVIEWS

If the Evaluation Committee determines necessary, interviews may be scheduled with selected responders as soon as possible after the initial evaluation. This will permit further evaluation and to allow the Evaluation Committee to inquire further into the experience the responder has had on similar projects, willingness and ability to work closely with Ulster County staff and others, thorough understanding of the various aspects of the requirements, and ability to maintain a schedule and complete the services on time and other matters deemed pertinent.

11.0 ALTERNATE PROPOSALS

Ulster County reserves the right to consider alternatives submitted by Responders that provide enhancements beyond the RFP requirements. Proposal alternatives may be considered if deemed to be in the best interest of Ulster County's. Responders shall clearly identify and explain in detail where such alternatives deviate from or qualify the terms of the proposal and specifications as issued.

12.0 COMPLIANCE WITH LAWS, LICENSES AND PERMITS

The responder(s) agree that they will fully comply with all applicable Federal, State and County policies, procedures, standards and laws, rules and regulations.

Vendor must submit construction documents, stamped plans, and/or specifications where required and in accordance with Title 19 NYCRR Part 1203 to the Authority Having Jurisdiction (Ulster County Safety Office).

Vendor must provide proof of compliance with the NYS Energy Code through a code approved Prescriptive or Performance based compliance path to the Authority Having Jurisdiction (Ulster County Safety Office).

13.0 PERSONNEL IDENTIFICATION

All personnel must carry on their person photo identification (e.g. employee identification badge, valid driver’s license, etc.), while on Ulster County property and promptly show such identification when requested to do so by any Ulster County employee. Representatives of the County reserve the right to reject and bar from the facility, for good and sufficient reason, in the sole discretion of the County, any employee hired by the Contractor.

14.0 INSURANCE

The successful responder shall, at their own expense, maintain in effect at all times during the performance of the work under this contract, if any, resulting from this RFP, at least the insurance coverage specified in Schedule C “Insurance Requirements” that is part of the sample Contract Agreement for Professional Services which is included in this RFP. The successful responder shall file with Ulster County General Services, within ten (10) days of notice of award, evidence of insurance certifying the required coverage.

15.0 DISCLOSURE OF OWNERSHIP INTEREST

Pursuant to Resolution Number 8 of 2023, the Ulster County Legislature approved a requirement of full transparency and disclosure of the name(s) of individual(s) and business entities holding ownership interest

PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.ulstercountyny.gov/Departments/General-Services

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in business entities that enter into contract(s) with Ulster County. Therefore, the following information shall be disclosed, in writing, to the Ulster County Department of General Services and then be provided to the Chair of the Legislature and the Chair of the Ways and Means Committee, at the time a business entity submits a bid to the Ulster County Department of General Services, or, prior to entering into written contract for such work, whichever is sooner:

1. The names of all individuals with an interest in, ownership or control of 10% or more of the profits or assets of such business entity, or of 10% of the stock in the case of a business entity that is a corporation for profit.

2. The names of all principals, partners, officers, or directors of the business entity and their immediate family members, and members of household as defined by Section 2(K) of the Ulster County Ethics Law.

3. The names of any subsidiary business entities directly or indirectly controlled by the business entity.

4. For business entities holding 10% or more of the profits or assets of a business entity seeking to do business with Ulster County, the names of all principals, partners, officers, or directors of the business entity and their immediate family members and members of household; and, be it further

RESOLVED, that the names of the individuals as set forth above shall be entered into the Ulster County financial software system, and shall be included when any resolution or contract is presented by any Ulster County department for approval by the Ulster County Legislature; and, be it further

RESOLVED, that nothing contained in this policy shall be construed as affecting the eligibility of any business entity to perform a public contract because that entity made a contribution to any committee during the one-year period immediately preceding the effective date of this act.

This information must be provided in the Disclosure of Ownership Interest Certification Form, which is included in the required forms section at the end of this solicitation.

16.0 DISQUALIFICATION

The County reserves the right to refuse to issue an award to a responder that fails to comply with any pre-qualification regulations of the County, if any such regulations or requirements are cited, or otherwise included in the Request for Proposal.

Proposals received from responders who have previously failed to complete contracts within the time required, or who have previously performed similar work in an unsatisfactory manner, may be rejected. A proposal may be rejected if the responder cannot show that it has the necessary ability, resources and qualified employees to commence the work at the time prescribed and thereafter to perform and complete the work at the rate or within the time specified. A proposal may be rejected if the responder is already obligated for the performance of other work that would delay the commencement, performance or completion of the work described in this RFP.

PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.ulstercountyny.gov/Departments/General-Services

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17.0 PAYMENT

PAYMENT PROCESSING: Responder will invoice the County monthly. Each invoice shall be prepared in such form and supported by such documentation as the County may reasonably require. Payments cannot be processed by the County until an invoice referring to the Contract Number and are mailed to the proper departmental address. The County will pay the proper amounts due the vendor within sixty (60) days of receipt by the County of the vendor’s invoice with the requested supporting documentation and approval of the vendor’s invoice by the Department Head and the Ulster County Comptroller.

18.0 FREEDOM OF INFORMATION

The responder agrees to comply with the Freedom of Information Law (FOIL) and such rules and regulations as the County and the State may from time to time make, including, but not limited to, such rules as may be devised governing access to public documents pursuant to Article 6 of the Public Officers Law, popularly known as the Freedom of Information Law.

Proposals submitted in response to this RFP shall be considered public documents and, with limited exceptions, all proposals, including proposals that are recommended for award, will be available for inspection and copying by the public.

If a Responder considers any portion of its proposal to be protected under the law, the Responder shall clearly and distinctly identify each such portion with words such as "CONFIDENTIAL, “or “PROPRIETARY". If a request is made for disclosure of such portion, Ulster County will determine whether the material should be made available under the law. If the material is not exempt from public disclosure law, Ulster County will notify the Responder of the request and allow the Responder five days to take whatever action it deems necessary to protect its interests. If the Responder fails or neglects to take such action within said period, Ulster County will release portions of the proposal deemed subject to disclosure.

By submitting a proposal, the Responder assents to the procedure outlined in this paragraph and shall have no claim against Ulster County on account of actions taken under such procedure.

19.0 AFFIDAVIT OF NON-COLLUSION

The completion AND submission of the Affidavit of Non-Collusion, which is included with this RFP and is required with the submittal, certifies that the prices in the submitted proposal have been arrived at independently without collusion, consultation, communication, or agreement for the purpose of restricting competition, as to any matter relating to such prices with any other responder with or any competitor.

20.0 SUSPENSION AND DEBARMENT

By submitting a proposal in response to this RFP, each responder warrants that neither it nor any of its officers, employees, subcontractors, or agents is excluded or in any other manner barred from doing business with any federal, state, or local agency, municipality, or department. Any misrepresentation or false statement related to a responder’s status in this regard will result in rejection of such responder’s submission.

In addition, if the successful responder or any of its officers, employees, subcontractors, or agents become excluded or barred in any manner from doing business with any federal state, or local agency, municipality, or department, during the period in which goods and/or services are provided pursuant to this RFP, the successful responder agrees to immediately notify the County Attorney of such status. Any

PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.ulstercountyny.gov/Departments/General-Services

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misrepresentation or false statement related to the successful responder’s status in this regard, or any failure by the successful responder to immediately notify the County Attorney of any change in such status, shall result in immediate termination of County’s business relationship with the successful responder in addition to such other remedies as may be provided by law, in equity, pursuant to the terms and conditions of this RFP document, or the conditions of the contract, if any, resulting from this RFP.

21.0 PREVAILING WAGE RATES

The successful Responder is required to pay the Prevailing Wage Rates and the Prevailing Hourly Supplements pursuant to Section 220-A of the NYS Labor Law if applicable.

22.0 ULSTER COUNTY LIVING WAGE ACT

In accordance with Local Law 6 of 2021 also known as the Ulster County Living Wage Act, if this Agreement is for an amount of FIFTY THOUSAND and 00/100 ($50,000.00) DOLLARS or more in a County fiscal year (January 1 – December 31) and the Vendor has not received an exemption from the Ulster County Living Wage Act specific to this Agreement, the Vendor shall pay their employees the Living Wage then in effect for the period during which services are being covered by this Agreement.

The current Living Wage can be found on the Ulster County Department of General Services’ website https://ulstercountyny.gov/Departments/General-Services . The Ulster County Living Wage Act can be accessed electronically at any time by going to: https://legislature.ulstercountyny.gov/wp-content/uploads/2025/06/Local-Law-No.-6-of-2021-Living-Wage_0.pdf

23.0 EXTENSION OF PRICES

Political sub-divisions, including the City of Kingston and others authorized by law, including certain non-profit independent post-secondary, secondary, and elementary educational institutions may participate in contracts resulting from this bid opening.

24.0 IMPLIED REQUIREMENTS

Products and services which are not specifically requested in this RFP, but which are necessary to provide a complete program/project as described herein, shall be included in the submitted proposal.

25.0 SUSTAINABILITY REQUIREMENTS

Ulster County is firmly committed to sustainability and environmental responsibility. As directed by Executive Order #1 of 2023 (https://ulstercountyny.gov/environment/department-environment) issued by the County Executive, adherence to GreenNY sustainability requirements is now a fundamental aspect of our procurement process.

Ulster County has qualified to achieve certification as a New York State Green Purchasing Community.

The County’s sustainability initiative is designed to apply across a broad range of products and services.

Suppliers are advised to review the GreenNY sustainability requirements (https://ogs.ny.gov/greenny-purchasing-requirements-and-tools), familiarize themselves with the County’s initiatives aimed at mitigating the environmental footprint of its operations, and embrace the principles of environmental stewardship.

https://ulstercountyny.gov/purchasing https://legislature.ulstercountyny.gov/wp-content/uploads/2025/06/Local-Law-No.-6-of-2021-Living-Wage_0.pdf https://legislature.ulstercountyny.gov/wp-content/uploads/2025/06/Local-Law-No.-6-of-2021-Living-Wage_0.pdf

PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.ulstercountyny.gov/Departments/General-Services

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26.0 ATTACHMENTS

The following construction plans and feasibility reports are provided as attachments to this RFP for the applicable Phase 1 project locations identified in Section 1.0 Purpose:

Attachment A – Wawarsing Construction Plans

Attachment B – Rosendale Site Plans

Attachment C – Belleayre Tower Feasibility Report

Attachment D – Kerhonkson Tower Feasibility Report

Attachment E - Appendix A, Standard Clauses for New York State Contracts

27.0 TIME TABLE FOR REQUEST FOR PROPOSAL

Listed below are specific and estimated dates and times of actions related to this request for proposal (RFP).

In the event it is necessary to change the return date for the RFP a supplemental addendum to this RFP shall be issued by the County.

Tuesday, July 28, 2026 Last day to submit written inquiries Friday, August 7, 2026 Due Date for Proposals Week of August 10, 2026 Selection Committee evaluates Proposals Week of August 24, 2026 Oral Interviews By Invited Companies (If Deemed Necessary) Week of August 31, 2026 Notice of Intent to Award November 1, 2026 Contract Start Date

PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.ulstercountyny.gov/Departments/General-Services

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(Rev. 12/17/25)

County Contract No.______________

AGREEMENT FOR

PROFESSIONAL SERVICES

THIS AGREEMENT is entered into by and between the COUNTY OF ULSTER, a municipal corporation and a county of the State of New York with principal offices at 244 Fair Street, Kingston, New York 12401 (the “County”), and [ENTER FIRM NAME], a [to be completed by the County Attorney’s Office] with principal offices at [Enter Firm’s business address] (the “Firm”), (each, a “Party;” together, the “Parties”).

RECITALS

WHEREAS, the County, by and through its Department of [Enter County’s Dept. Name], desires to enter into an agreement for [state basic description of services to be performed]; and

WHEREAS, the Firm [state brief description of how Firm is qualified to provide service and was selected via response to the County’s Request for Proposal RFP-UC___ (the “RFP”) pursuant to the terms and conditions of the RFP]; and

WHEREAS, the County has agreed to engage the Firm, and the Firm has agreed to contract with the County, to [state brief description of services to be provided] [pursuant to RFP No. _____________ and the Firm’s Response to RFP No. _____________] in accordance with the terms and conditions set forth in this Agreement.

NOW THEREFORE, in consideration of the promises and covenants set forth below, the Parties hereby agree as follows:

ARTICLE 1 - SCOPE OF SERVICES

The Firm agrees to perform the services identified in Schedule A, the Scope of Services (the “Services”), which is attached hereto and is hereby made a part of this Agreement. The Firm agrees to perform the Services in accordance with the terms and conditions of this Agreement. It is specifically agreed to by the Firm that the County will not compensate the Firm for any services not included in Schedule A without prior authorization, evidenced only by a written Change Order, Amendment, or Addendum to this Agreement, which is executed by the Ulster County Executive (the “Executive”) or the Ulster County Director of General Services (the “Director of General Services”), after consultation with the head of the County Department responsible for the oversight of this Agreement (the “Department Head”), and upon review by the County Attorney’s Office.

ARTICLE 2 - TERM OF AGREEMENT

The Firm agrees to perform the Services beginning [Enter Start Date], 20__, and ending [Enter Completion Date], 20_____. In accordance with the RFP and with written notice to the Firm, the County may extend the Term of this Agreement at its sole discretion for up to [________] additional [one (1) year] periods.

ARTICLE 3 - COMPENSATION

A [CHOOSE ONE- fixed fee OR not-to-exceed] amount of [WRITE OUT DOLLAR AMOUNT IN CAPS] AND __/100 ($ . ) DOLLARS has been established for the Services to be rendered by the Firm. Costs in excess of the above amount may not be incurred without the prior written authorization of the Executive or the Director of General Services, after consultation with the Department Head, and evidenced only by a written Change Order, Amendment, or Addendum to this Agreement. It is specifically agreed to by the Firm that

SAMPLE CONTRACT

PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.ulstercountyny.gov/Departments/General-Services

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the County will not be responsible for any additional costs, or costs in excess of the above cost, if authorization by the Executive or the Director of General Services is not given in writing prior to the performance of any services giving rise to such excess or additional costs.

The County shall be invoiced and make payments as described in Schedule B, “Fees, Expenses, and Submissions for Payment.”

In the event that the Firm receives payments, from any source whatsoever, in consideration for the same Services provided to the County under this Agreement, the monetary obligation of the County hereunder will be reduced by an equivalent amount, provided, however, that nothing contained herein will require such reimbursement where additional similar services are provided and no duplicative payments are received.

ARTICLE 4 - EXECUTORY CLAUSE

The County will have no liability under this Agreement to the Firm or to anyone else beyond funds appropriated and available for this Agreement. The County may terminate this Agreement if funds are not appropriated, available, or are reduced for this Agreement.

The Firm understands and agrees that the dollar amounts identified in this Agreement are based upon funding allocations from the State of New York and/or the Federal Government, which are the basis for any payments made by the County hereunder. In the event that the anticipated amount of funding changes, or is reduced or denied, in part or in full, the County, where appropriate, will not be liable to the Firm for the difference. If the full state and/or federal funding to the County for any payment to be made or which has been made under this Agreement, by the County to the Firm, is reduced for any reason whatsoever, then the County may (i) deduct and withhold from any future payment(s) an amount equal to the reduction in funding, or (ii) otherwise recover from the Firm the amount of the reduction. It is understood that based upon changes in the state and/or federal funding process, the actual amounts in this Agreement may change throughout the Term.