COUNTY OF ULSTER

REQUEST FOR PROPOSALS

RFP-UC26-041

TRANSPORTATION MANAGEMENT SERVICES –

Early Intervention & Preschool

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:

Ancolie Martelly; Principal Buyer Telephone: (845) 340-3405

Ulster County Department of General Services

100 Development Court, Kingston, NY 12401

Fax: (845) 340-3434

Email: anma@ulstercountyny.gov

RFP-UC25-041: (TRANSPORTATION MANAGEMENT SERVICES –

Early Intervention & Preschool)

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: Transportation Management Services – Early Intervention & Preschool RFP-UC26-041 - 3 -

REQUEST FOR PROPOSAL

DATE: July 23, 2026

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

THE FOLLOWING:

RFP NAME: TRANSPORTATION MANAGEMENT

SERVICES – Early Intervention & Preschool

RFP NUMBER: RFP-UC26-041

MAIL PROPOSAL TO: Ulster County Department of General Services

Kingston, NY 12401

SUBMISSION DATE August 14, 2026 by 4:00 P.M.

Proposals received after the time specified will not be opened.

CONTACT PERSON: Ancolie Martelly; Principal Buyer

Ph: 845-340-3405 Email: anma@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

RFP NAME: Transportation Management Services – Early Intervention & Preschool RFP-UC26-041 - 4 -

REQUEST FOR PROPOSAL

1.0 PURPOSE

The purpose of the RFP is to obtain proposals from qualified Firms to provide Transportation

Management Services for the Early Intervention and Preschool Unit at the Ulster County Department of

Social Services.

Background:

Ulster County is located in the Hudson Valley region of New York State. The County’s population is approximately 182,000 residents across 1,161 square miles. The Ulster County Department of Social

Services (DSS) Early Intervention (EI) Program provides services for children with disabilities from birth to age three (0-3) in accordance with Article 25, Title II-A of New York State (“NYS”) Public Health Law.

The DSS Preschool Program provides services for children with disabilities from ages three to five (3-5) in accordance with Article 89 of NYS Education Law. The Early Intervention and Preschool Programs (which may collectively be referred to herein as the “Programs”) are overseen by the Ulster County Department of

Social Services.

The County is required to provide transportation to/from service providers under Public Health Law

§§2545(3) and 2559-a for children in the EI Program and under Education Law §4410(8) for children in the

Preschool Program. Such transportation is either provided by parents, whose associated costs are reimbursed by the County, or by contract as further described herein.

The County currently contracts with two (2) bus companies and one (1) school district (which may hereinafter be collectively referred to as the “Transporters”) to provide transportation services for those children in the Programs whose parents cannot provide transportation. During the 2025–2026 school year, the County's Preschool Program enrolled approximately six hundred seventy-seven (677) children for services and provided transportation services for approximately three hundred forty (340) of those children.

Transportation services were provided either directly by the Transporters on approximately twenty-six (26) routes, or through parent transportation agreements (“Parent Transportation Agreements”), under which parents or caregivers were reimbursed for mileage incurred while transporting their child to and from service provider locations. Service provider locations are both within and outside of Ulster County.

2.0 SCOPE OF WORK

The following outlines the minimum responsibilities expected of the responding Firm. The proposal should provide a clear and concise response to each element, clearly referencing the section of the Scope of Work to which a response refers. Each response must affirmatively state how the Firm satisfies the requirements set forth and answer any questions posed.

A. SERVICES TO BE PROVIDED

1. Coordination of Transportation: The Firm shall work with the County, Transporter, Service

Providers, and parents to ensure the safe, efficient, and timely transportation of children to/from

Provider Sites. For the EI Program, the Firm will receive requests for transportation from the

Intervention Services Division. For the Preschool Program, the Firm will receive transportation requests directly from a child’s school district. For both Programs, the Firm will coordinate

RFP NAME: Transportation Management Services – Early Intervention & Preschool RFP-UC26-041 - 5 -transportation of the child to/from his/her Service Provider, whether such transport be provided by the parent or Transporter.

2. Runs & Routes: Under future County EI/PSE transportation contracts that may be entered into during the term of the Firm’s contract, the Firm shall initially establish all runs and routes to be used by each Transporter to ensure efficiency of EI/PSE transportation services. The Firm shall combine individual runs into the most cost-effective route. The Firm will thereafter establish Transporter’s runs and routes at least two (2) times each school year during the Contract term, specifically for

September and July. The Firm will, as needed during the Contract term, make any modifications/additions/deletions necessary with respect to runs, routes, number of vehicles, and other operating matters to ensure the safe, efficient, and timely transportation of children to/from

Provider Sites, and provide same to Transporter.

3. Transportation Routing Software: The Firm shall implement transportation routing software and shall make the software utilized in the performance of services under the Contract accessible to authorized UCDSS staff upon request.

4. Real-Time Bus Tracking: The Firm shall utilize a real-time bus tracker application (such as

BusWhere, BatOnRoute, Here Comes the Bus, etc) (the “Parent Tracking App”). The Firm shall procure and administer access to parents, the County, and Transporters.

5. Suspension of Transportation Services Due to Weather or Other Conditions Implicating Health and/or Safety: The Firm shall, in consultation with Transporter, determine whether to suspend

EI/PSE transportation services due to weather conditions and appropriately communicate such decision to parents and Service Providers via voice and/or text message, Parent Tracking App, and media (i.e., radio announcements, radio station websites, and the Firm’s website) in a timely manner.

The Firm shall also develop, periodically review, and update, with prior written approval from the

Director, a policy for suspension of EI/PSE transportation services due to certain conditions that impact the health and safety of the children being transported and provide that policy to parents, Service Providers, and Transporter. The Firm shall also develop procedures, with prior written approval from the Director, to be implemented and followed in the event of a weather or emergency-related delay, closure, or early dismissal at a Provider Site, and provide notification of same to parents, Service Providers, and Transporters.

6. Child and Service Provider Information:

a. The Firm shall obtain, maintain, and update all data pertaining to children who require

EI/PSE transportation services, including, but not limited to, names, approved pick-up and drop-off locations, special needs, and Service Provider start/end times, and shall supply same to Transporter as necessary for Transporter to satisfy its obligations under its EI/PSE transportation contract with the County.

b. The Firm shall obtain all Service Provider calendars applicable to the children receiving

EI/PSE transportation services and provide copies of same to Transporter. The Firm shall ensure that it receives any and all changes made to any Service Provider calendar during a given school year and notifies Transporter of changes without delay.

c. The Firm shall obtain and maintain current contact information for parents and designated caregivers/emergency contact(s) of each child receiving EI/PSE transportation services and

RFP NAME: Transportation Management Services – Early Intervention & Preschool RFP-UC26-041 - 6 -assist Transporter in the event no one is present at a child’s designated drop-off location.

7. Management of Transportation: The Firm shall assist UCDSS in the management and administration of all EI/PSE transportation contracts, which include the Current Bus Contracts, future transportation contracts, and Parent Transportation Agreements for Parent Mileage Reimbursement (PMR).

a. Parent Transportation Agreements: The Firm shall manage the parent transportation process, including approvals, verification of mileage, and reimbursement based on Parent

Transportation Agreements between parents and the County.

b. Transporter Contracts: Transporter is required to submit its monthly invoices to the Firm.

The Firm shall review and reconcile each invoice and its supporting data against the

Transporter’s contractual obligations and the County’s payment obligations. The Firm shall address and work to resolve any issues discovered during such review and reconciliation with Transporter. Following resolution of any such issues, the Firm shall submit each

Transporter’s monthly invoice and supporting documentation, together with a report of any issues revealed during the audit and the resolution thereof, to the County within thirty (30) days from the date of the Firm’s initial receipt of the applicable invoice.

8. Compliance and Monitoring: The Firm shall monitor Transporter to ensure compliance with all applicable federal, state, and local laws, rules, regulations, policies, and orders pertaining to the safe transportation of children in the EI and PSE Programs. The Firm shall immediately notify

Transporter and UCDSS of all instances in which Transporter fails to comply with applicable legal requirements and/or fulfill the obligations of its EI/PSE transportation contract with the County. The

Firm shall, in cooperation with UCDSS, develop protocols and assess penalties in response to such violations by Transporter, and maintain a record of all violations and subsequent corrective action taken by Transporter to resolve same.

a. Drivers: The Firm shall review each driver that the Transporter intends to utilize to perform

EI/PSE transportation services, initially and on an annual basis during the term of

Transporter’s contract with the County, to ensure that each driver possesses all licenses, certifications, and qualifications required under applicable Federal and NYS laws, rules, regulations, policies, guidance, and orders for school bus drivers, as may be amended from time to time. The Firm shall monitor Transporter to ensure compliance with all applicable

Federal and NYS laws, rules, regulations, policies, guidance, and orders pertaining to school bus drivers, as may be amended from time to time, and with all requirements pertaining to drivers contained in Transporter’s contract with the County.

b. Monitors: The Firm shall review each monitor that the Transporter intends to utilize under their contract with the County, initially and on an annual basis during the term of said contract, to ensure that each such driver attendant possesses all certifications and qualifications required under applicable Federal and NYS laws, rules, regulations, policies, guidance, and orders for school bus driver attendants, as may be amended from time to time.

The Firm shall monitor Transporter to ensure compliance with all applicable Federal and

NYS laws, rules, regulations, guidance, policies, and orders pertaining to school bus attendants, as may be amended from time to time, and with all requirements pertaining to driver attendants contained in Transporter’s contract with the County.

c. Vehicles: The Firm shall monitor Transporter for compliance with all applicable Federal and

NYS laws, rules, regulations, policies, guidance, and orders pertaining to the registration, inspection, maintenance, and identification of Vehicles utilized by Transporter under its

RFP NAME: Transportation Management Services – Early Intervention & Preschool RFP-UC26-041 - 7 -transportation contract with the County. The Firm shall monitor Transporter to ensure compliance with all applicable Federal and NYS laws, rules, regulations, policies, guidance, and orders pertaining to motor vehicles used for school transportation (as defined under Part

720 of Title 17 of the New York Codes, Rules and Regulations, as may be amended from time to time) and with all requirements pertaining to Vehicles contained in Transporter’s contract with the County. The Firm shall conduct on-site Vehicle, loading, and service inspections every sixty (60) calendar days, or at such shorter intervals if necessary or recommended by the Firm or the County. The Firm has the right to reject or direct the removal from service of any Vehicle that, in the Firm’s opinion, presents a hazard to the safe transport of children and require Transporter to replace such Vehicle with one that, in the

Firm’s opinion, satisfies the safety standards of Transporter’s contract with the County and applicable federal and state laws, rules, regulations, policies, guidance, and orders.

d. Equipment: The term “equipment” includes those systems and safety devices that

Transporter is required to have in each Vehicle used to provide transportation services under its contract with the County.

i. Systems: The Firm shall monitor the operation and adequacy of the two (2)-way communication system, video/audio camera system, global positioning vehicle tracking system (“GPS”), Parent Tracking App, and stop-arm cameras if applicable. The Firm shall conduct on-site inspections of the systems installed in Transporter’s Vehicles as required.

ii. Safety Devices: The Firm shall ensure that the Transporter complies with the provisions of their contract with the County pertaining to car seats, safety vests, safety harnesses

(if authorized), and wheelchair hookups. The Firm shall conduct safety assessments as necessary to ensure that the car seat, safety vest, safety harness (if authorized), or wheelchair hookup used by Transporter is appropriate for the applicable child to be transported safely to/from his/her Provider Site. The Firm shall monitor Transporter to ensure compliance with all applicable Federal and NYS laws, rules, regulations, policies, guidance, and orders pertaining to car seats, safety vests, safety harnesses, and wheelchair hookups utilized on school buses, as may be amended from time to time, and with all requirements pertaining to same contained in Transporter’s contract with the County.

9. Point of Contact and Complaint Resolution: The Firm shall serve as the point of contact for EI/PSE transportation. The Firm shall receive and address all communication from parents and Service

Providers related to schedule and location changes that impact a child’s transportation to/from a

Provider Site. The Firm shall receive, respond to, and satisfactorily resolve all inquiries and/or complaints from parents, Service Providers, Transporters, and others regarding EI/PSE transportation services. The Firm must log each complaint received and record detailed information on follow-up responses and the resolution thereof. The Firm shall communicate/meet regularly with

Service Providers and parents to identify and resolve potential transportation problems and issues.

The Firm shall also prepare, periodically review, and update as necessary, with prior written approval from the Director, a parent transportation booklet providing information on current policies, procedures, and requirements including parent responsibilities, weather emergency information, key telephone numbers, Parent Tracking App information, and other relevant information.

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10. Incident/Accident Procedure and Resolution: The Firm shall notify the Director by telephone immediately of all incidents and/or accidents, with a full written report to follow within twenty-four

(24) hours from the time of the incident or accident. The Firm shall provide the Director with follow-up information regarding any incident and/or accident as received.

11. Records, Reports, Forms, Systems, and Procedures:

a. Child Records/Data: The Firm shall create and maintain an electronic file on each child transported from the time he/she enters an EI or PSE Program and requires transportation services. The Firm shall prepare and submit all reports in a format acceptable to UCDSS and/or the Director. The Firm shall ensure that complete and accurate records are maintained of all EI/PSE transportation authorizations, daily attendance sheets/logs, one (1)- and two

(2)-way Runs, special transportation needs, and any other data as requested by UCDSS and/or the Director. The Firm shall collect and report to UCDSS all information needed for the County to claim Medicaid reimbursement for EI/PSE transportation services provided for eligible children. The Firm shall retain all records maintained for each transported child for a period of seven (7) years from the last date of the child’s enrollment in the EI or PSE

Program, as applicable.

b. Records Management: The Firm shall develop and maintain appropriate computerized systems for storing and processing data on children receiving EI/PSE transportation services for accounting, invoicing, parental mileage reimbursement, Routes, and other functions for which the Firm is responsible under the Contract. Data from these systems must be accessible upon request of, and in the format required by, UCDSS. Records and data must be safeguarded, secure, and accessible only to authorized users.

c. Report Preparation: The Firm shall prepare and submit reports in the form, and at the frequency, requested by UCDSS and/or the Director pertaining to the performance of

Transporter under its contract with the County, and any inquiries and/or complaints about

EI/PSE transportation services and the disposition thereof.

d. Forms and Procedures: The Firm shall coordinate with the Director to create or modify existing forms to be completed and submitted by Transporters, parents, or other parties in the provision of transportation services for children.

12. Cooperation with County: The Firm shall work with the County on policies, procedures, and protocols as they relate to communication with parents, school districts, and Service Providers. The

Firm shall also comply with directives from the County related to the above matters and regarding fiscal, incident reporting/investigating, safety assessments, and emergencies (weather, state of emergency, health, and safety, etc.).

13. Quality Assurance Audit by County: The County reserves the right to audit the Firm’s performance at any time during the Contract term. The Firm shall provide all documentation pertaining to matters including, but not limited to, Runs/Routes, daily pick-up/drop-off numbers, compliance/violations of

Transporter with legal and contractual requirements, incidents/accidents, complaints, and invoicing/vouchering within seventy-two (72) hours of such request to enable and assist with such audits.

B. QUALIFICATIONS AND EXPERIENCE

1. Experience and Local Familiarity: The Firm must have a minimum of three (3) years’ experience

RFP NAME: Transportation Management Services – Early Intervention & Preschool RFP-UC26-041 - 9 -providing transportation management services. The Firm must demonstrate that the key personnel assigned to perform services under the contract possess sufficient knowledge of and experience with

New York State and Ulster County-specific needs and circumstances including geography, weather, traffic patterns, and applicable laws and regulations. Firms without direct experience in Ulster

County should identify comparable New York-based projects, experience complying with applicable

New York State statutes and regulations, or past collaborations with New York State school districts or municipalities. The Firm must provide sufficient detail to enable the County to verify the relevance, scope and outcomes of the referenced experience. The Firm must also provide resumes for all key personnel who will be assigned to perform services under the Contract. Resumes should identify each individual’s role, relevant qualifications, and experience related to the services requested under the Contract.

2. Staffing Levels: The Firm must provide and maintain adequate staffing levels to perform all transportation management services specified in this RFP. Each Firm responding to this RFP must include in its proposal its plan to ensure that it has adequate staff available to perform the services identified in this RFP.

3. Excluded Individuals/Entities: The Firm must ensure that none of its employees listed on the projected staffing list are listed on the Office of Inspector General List of Excluded

Individuals/Entities (LEIE), the New York State Medicaid Exclusion List, the New York State

Central Register of Child Abuse and Maltreatment, or the Staff Exclusion List maintained by the

New York Justice Center for the Protection of People with Special Needs. The contracted Firm must provide updated verification to the County at least annually or upon the County’s request.

4. Training and Compliance: The Firm’s staff must be trained in and comply with the Health Insurance

Portability and Accountability Act of 1996, as amended (“HIPAA”), the Family Educational Rights and Privacy Act, as amended (“FERPA”), and the Individuals with Disabilities Education Act

(“IDEA”), as amended, and their respective implementing regulations, as may be amended from time to time. Each Firm responding to this RFP must include in its proposal a detailed description of the HIPAA, FERPA, and IDEA training required of and provided to its staff, including any updated/refresher training. The Firm shall ensure full compliance by its staff with HIPAA, FERPA, and IDEA requirements and will be required to execute the County’s Business Associate Agreement as a condition of the Contract. Each Firm responding to this RFP shall also include in its proposal a detailed description of its plan for ensuring compliance with HIPAA, FERPA, and IDEA by its staff.

5. Availability and Hours: It is expected that the Firm shall be reachable by the County, service providers, parents, and Transporters from early morning before transportation services commence and until all children have been safely delivered to their designated drop-off locations. The Firm must maintain a messaging system or answering service to receive and respond to phone calls, and shall be reachable to engage via the Parent Tracking App. Each Firm responding to this RFP must describe, in its proposal, the messaging system or answering service that will be implemented if awarded the Contract.

C. PROGRAM IMPLEMENTATION, DELIVERABLES, AND OUTCOMES

1. Describe the Firm’s action plan/steps and timeline for implementing the services under this RFP.

2. Describe key program staffing, including primary roles and responsibilities as previously set forth in

RFP NAME: Transportation Management Services – Early Intervention & Preschool RFP-UC26-041 - 10 -this RFP. Please include job descriptions, resumes, and an organizational chart for all staff providing services under the agreement.

3. Detail the deliverables, which should be defined as what the proposer considers to be the primary or key elements of delivering their services. Whenever possible, deliverables should be quantified.

4. Set forth the program outcomes and evaluation process, including quality and reasonableness of outcomes related to the proposed services. Outcomes must be aligned with ensuring the safe, efficient, and timely transportation of children to and from service provider sites, while maximizing the County’s cost savings for transportation services.

5. Specify how data or other information will be collected and compiled, and how that data will be reported to the County.

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 1ocument 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 August 14, 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.

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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

Ancolie Martelly; Principal Buyer

Ulster County Department of General Services, 100 Development Court

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

At least seven (7) calendar days before the date established for submitting proposals. Inquiries will not be considered after that date. Transmittal of questions via facsimile is acceptable.

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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.

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

RFP NAME: Transportation Management Services – Early Intervention & Preschool RFP-UC26-041 - 13 -

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: 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.

The fee schedule supplied will include all items of labor, materials, travel, equipment and other costs necessary to fully provide the service, specifically:

1. Complete a line-item budget for all programs, showing all costs.

2. Each budget cost item must be detailed in the budget narrative and should reflect the basis for the computations.

3. Describe the following budget rationale and calculations:

a. For Administration and Support. Include supervisors, directors, clerical support staff, and administrative staff with no direct service delivery responsibilities. Divide the salaries of staff with both “Service delivery” and “Administration” responsibilities in proportion to the time allotted for each activity and list such staff in both categories. Indirect and separate administrative expenses combined may not exceed 15% of total request.

b. For Program staff: Indicate titles, rate of pay, time allotted to program and FTEs.

c. Include all staff involved in the provision of services. Indicate titles, rate of pay, time allotted to program and FTEs.

d. Payroll Fringe Benefits – Report estimated costs of benefits, vacations, sick leave, and training days on the line-item budget. Narrative to include description and list of benefits.

e. Describe the following budget rationale and calculations for Operations:

i. Occupancy - Describe all applicable factors (e.g. rent/leases) and basis for allocating cost to program.

ii. Utilities – Describe all applicable factors and basis for allocating cost to program.

iii. Telephone, Postage, Insurance, Equipment – list by type, justification of cost and basis for allocating cost to program.

iv. Printing/Photocopying – List cost type by type and describe justification for cost and basis for allocating costs to program.

v. Materials – List by type and describe justification of cost.

vi. Travel – Describe type, justification, and basis of cost. Include service delivery, administration mileage and transportation costs.

RFP NAME: Transportation Management Services – Early Intervention & Preschool RFP-UC26-041 - 14 -

vii. Technology and Software – Describe hardware and software required to implement the contract, including software applications, cloud-based platforms, subscription services, licenses, maintenance agreements, and related technology costs

viii. Miscellaneous – Indicate types of anticipated miscellaneous costs directly related to service provision. Note: Awarded Proposer(s) may be subject to County Budget templates upon contract award.

f. Nonallowable costs include, but are not limited to, interest costs, fundraising, legal fees to represent the Firm’s staff, social activities for staff, and major construction or renovation costs.

SECTION V: 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 (40 Points)

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

Services.

• 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 (20 Points)

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

• Personnel qualifications and experience

• Responder’s business history and viability

• References

▪ 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.

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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.

9.0 CONTRACT PERIOD

The term of the contract will be for a period of two (2) years and three (3) months, commencing on October

1, 2026 through December 31, 2028 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.

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

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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 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 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.

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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.

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

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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…