COUNTY OF ULSTER

REQUEST FOR PROPOSALS

RFP-UC26-048

LOWER ESOPUS CREEK FLOOD STUDY

ASHOKAN RESERVOIR TO THE HUDSON RIVER

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:

Name; Ancolie Martelly, Principal Buyer Telephone: (845) 340-3005

Ulster County Department of General Services

100 Development Court, Kingston, NY 12401

Fax: (845) 340-3434

Email: anma@ulstercountyny.gov

RFP-UC25-048: (Lower Esopus Creek Flood Study – Ashokan Reservoir to the Hudson River

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 mailto:acol@ulstercountyny.gov

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/purchasing

RFP NAME: LOWER ESOPUS CREEK FLOOD STUDY RFP-UC26- 048 - 3 -

REQUEST FOR PROPOSAL

DATE: September 17, 2026

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

THE FOLLOWING:

RFP NAME: ULSTER COUNTY LOWER ESOPUS CREEK

FLOOD STUDY – ASHOKAN RESERVOIR TO

HUDSON RIVER

RFP NUMBER: RFP-UC26-048

MAIL PROPOSAL TO: Ulster County Department of General Services

Kingston, NY 12401

SUBMISSION DATE October 16, 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 mailto:acol@ulstercountyny.gov

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REQUEST FOR PROPOSAL

1.0 PURPOSE

Ulster County is seeking competitive proposals from qualified engineering consulting firms to perform a comprehensive update of the information associated with determining base flood elevations along the lower portion of the Esopus Creek. The Study area extends approximately 32 linear stream miles from downstream of the Ashokan Reservoir to the confluence of the Esopus Creek with the Hudson River and encompasses an estimated 230 square miles. Proposers should have significant experience in floodplain modeling and mapping as it relates to FEMA requirements. Experience in flood elevation modeling downstream of reservoirs or dams is preferred.

This effort will include revisiting the hydrologic and hydraulic modeling and floodplain mapping for the

Esopus Creek Study Area as reflected in the effective Ulster County Flood Insurance Study, revised

November 18, 2016, and reprinted with corrections on July 30, 2018. The effective Flood Insurance

Study and associated mapping are available through the FEMA Map Service. The updated analysis is intended to provide more current and detailed flood hazard information for affected communities along the Esopus Creek, including areas with complex overflow conditions.

It is anticipated that a new two-dimensional hydraulic HEC-RAS model will be developed for the study reach. The results of the updated hydrologic and hydraulic study are expected to support revised floodplain mapping, additional efforts associated with flood resiliency programs of the New York State

Department of Environmental Conservation (the “NYSDEC”), future updates to as many as twelve (12)

Flood Insurance Rate Map panels, and the preparation of draft database information for potential incorporation through a Physical Map Revision or FEMA-initiated Letter of Map Revision process, subject to applicable agency review and approval.

The primary objective is to replace outdated flood hazard data with modern 1D/2D hydrologic and hydraulic (H&H) modeling. The analysis is expected to thoroughly explore the impact of available storage in the Ashokan Reservoir (pool elevations) on predicted flood conditions within the study reach.

The effort will also include the preparation of digital mapping datasets that meet FEMA’s Guidelines and Standards for Flood Risk Analysis and Mapping (Risk MAP) program.

2.0 HISTORY OF HYDRAULIC MODELING EFFORTS

Discharge estimates and hydraulic modeling for the Esopus Creek were developed by the U.S. Army

Corps of Engineers (USACE), New York District, and the New York State Department of

Environmental Conservation (NYSDEC) in 1981 using a HEC-1 model of the entire Esopus Creek basin. The analysis for the upper portion of the Esopus Creek was revised as part of the 2009 Partial

Countywide Analysis but was not updated during the 2016 Partial Countywide Analysis, as described in the 2018 Ulster County Flood Insurance Study (FIS).

One of the key assumptions in the original 1981 USACE HEC-1 model was that the Ashokan Reservoir water level would be at the spillway crest elevation (i.e., nearly full) during a major storm event.

Incorporating this assumption into the HEC-1 model resulted in very large estimated discharges for

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respective recurrence intervals in the Esopus Creek basin (2018 Ulster County FIS, Section 3.1, pp. 15–

17).

The revised hydrology was compared to peak discharges recorded at two stream gages in the area: the

Mount Marion gage on the Esopus Creek (USGS Gage 01364500) and the Coldbrook gage (USGS Gage

01362500), as well as spill and release records for the Ashokan Reservoir provided by NYCDEP. The analysis also estimated probable reservoir storage based on inflow to and outflow from the reservoir. For several of the larger events, the available storage capacity of the Ashokan Reservoir appeared to be a

“key factor” in the resulting discharge below the reservoir. The results therefore suggest that regulation at the Ashokan Reservoir has a significant effect on downstream discharges, supporting the conclusion that the full-reservoir scenario was less likely than originally assumed in 1981 (2018 Ulster County FIS, Section 3.1, pp. 17–18).

3.0 STUDY PARTNERS

The Study is being sponsored by the New York City Department of Environmental Protection (the

“NYCDEP”). As a subcontractor to the County, Proposers will be required to meet the contract requirements in an intergovernmental agreement between DEP and the County, which include standard

New York City contracting provisions and approvals by the appropriate City legal and financial authorities. The results of the Study will be utilized by the New York State Department of

Environmental Conservation (the “NYSDEC”) as part of its Resilient NY program. In is anticipated that these agencies will play a significant role in the technical details of the effort. In addition, the communities along the lower Esopus have long standing interest in the flooding in the reach. They are represented in the Ashokan Release Working Group {the “AWRG”).

4.0 SCOPE OF WORK

General Scope of Services

The Study shall include surveying, terrain development, hydrologic analysis, hydraulic modeling, floodway analysis, floodplain mapping, and preparation of draft FEMA database products necessary to support future updates to the effective flood hazard information.

The Proposer shall be required to perform the following general scope of work and related support services and tasks to complete this project:

1. Provide overall project oversight and management to ensure that the project stays on schedule and budget, to include regular project update calls and/or meetings.

2. The successful Proposer shall designate a Project Manager who will remain available for the duration of the project and have sufficient capacity to effectively manage the project, meet project goals, and maintain the required schedule.

3. Review previous flood studies and models, including previously identified concerns; gather additional relevant data; and prepare reports as necessary to meet the objectives outlined in this

Scope of Work.

4. Engage with Study partners and develop and implement a public engagement process to communicate Study results.

5. Produce maps and reports depicting existing and predicted flood levels based on the results of the

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Study.

6. Prepare for and attend all public workshops, stakeholder meetings, and Advisory Committee meetings.

7. Summarize the Study results in a final report that includes an explanation of the methodology used and recommended next steps.

Study Area

The study area encompasses approximately 32 linear stream miles of the lower Esopus Creek, extending from downstream of the Ashokan Reservoir to the confluence of the Esopus Creek with the Hudson

River, and includes an estimated drainage area of 230 square miles.

Technical Steering Committee:

The County, in conjunction with the Proposer, will organize a Technical Advisory Committee (TAC) to review deliverables, provide input and guide the project to a successful completion. The TAC will meet periodically throughout the project and aid providing data needed for the modeling, reviewing work produced and assist in disseminating information to stakeholder in the reach.

The TAC will include (but not be limited to) the following stakeholders:

• NYC DEP

• NYS DEC

• Ulster County Departments: Planning, Environment and Emergency Services

• Representative from the ARWG

• Representative from Lower Esopus Municipalities

• Additional as recommended

The Proposer will coordinate meetings of the TAC. Proposer-led TAC meetings will occur at critical work product and decision points in the development of the Study or at a cadence agreed upon in advance. Meetings may be held virtually, in a hybrid format, at the offices of the Ulster County Planning

Department, or at another location agreed upon by the TAC members.

The Proposer’s project manager or relevant staff member will be expected to attend and help organize

TAC meetings, as well as provide written summaries of these meetings.

Brief, Proposer-led virtual meetings or calls with the County’s Project Manager and core technical staff will take place twice per month to update the County on the progress of the project, confirm data assignments, and/or assist in providing direction to the Proposer.

TASK 1: KICKOFF, PLAN COORDINATION AND PUBLIC ENGAGEMENT PLAN:

The development of the Study will be managed by the Ulster County Planning Department. Direction and technical assistance will be coordinated with a Technical Advisory Committee (TAC). General assumptions for coordination include:

• Meet with the TAC to confirm the project’s goals and objectives, review the proposed scope of

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work and project schedule, identify project data needs and outline data sharing and technical review.

• Develop and implement a public outreach process regarding the Study results. A minimum of two (2) public outreach sessions shall be held to inform the public of the Study’s progress and results.

• The Proposer will be responsible for all public outreach materials, including presentation boards, handouts, flyers, social media cards and content, and other related materials, and will provide adequate staffing for the meetings as determined by the County. A project web page will be maintained by the County, and the Proposer will provide materials and Study elements for posting.

Task 1 Deliverables:

• Draft and final Technical Memorandum No. 1, including project boundary locations, data collection plan, public engagement plan, associated project logos and web materials, and TAC meeting agendas and summaries.

TASK 2: DATA GATHERING

Survey

The Proposer shall perform the field survey activities necessary to obtain accurate channel, structure, and bathymetric information for incorporation into the hydraulic model. Survey data shall include, at a minimum, information necessary to accurately represent hydraulic structures and channel geometry throughout the Study reach.

Terrain Development

The Proposer shall utilize the best available topographic data for development of the hydraulic model terrain. The 2014 United States Geological Survey (USGS) one-meter digital elevation model (DEM) may be used; however, if a newer USGS LiDAR-derived DEM becomes available prior to model development, the most current and appropriate dataset shall be utilized.

The hydraulic terrain shall be developed using available LiDAR-derived elevation data and supporting survey information. LiDAR data utilized for this Study shall be assumed to have been collected under appropriate low-flow conditions and processed in accordance with standard USGS quality control procedures, including hydro-flattening and the removal of vegetation effects. Correction of deficiencies or quality issues associated with the underlying LiDAR dataset is not included in this Scope of Work.

Ashokan Reservoir Available Storage (Pool Elevation)

The Proposer shall coordinate with NYCDEP regarding changes in operations at the Ashokan Reservoir and any anticipated effects on available storage. The Proposer may request NYCDEP model runs if deemed necessary to illustrate the impacts of changes in reservoir operations.

Task 2 Deliverables:

• Survey data and associated documentation.

• Terrain development documentation and supporting datasets.

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TASK 3: HYDROLOGIC ANALYSIS

The hydrologic analysis shall reference the HEC-HMS model developed as part of the 2009 Partial

Countywide Flood Insurance Study. It is noted, however, that the log-Pearson Type III (LP3) analysis done of the 2009 update is generally not appropriate for streams with large reservoirs if applied directly over observed gauge data. Proposers should include in their response the proposed methodology that addresses this deficiency. It is critical that the Study update address assumptions/changes regarding the

Ashokan Reservoir pool elevations and the impact of any changes as noted above. The effective hydrologic model will be used to generate inflow hydrographs for hydraulic modeling. The following analysis is included in this task:

a) Evaluate stream gage information and assess additional available gage data collected between

2009 and 2025. Particular attention should be given to data associated with Hurricane Irene and

Superstorm Sandy in 2011 and 2012, respectively.

b) Rain-on-mesh methodologies within the hydraulic model shall be used to represent runoff contributions from terrain high points and unmapped tributary drainage areas.

c) Unsteady-flow hydrographs shall be used to generate upstream hydraulic model boundary conditions.

d) The Saw Kill tributary shall be incorporated into the hydraulic model as an unsteady-flow inflow hydrograph.

Task 3 Deliverables:

• Hydrologic analyses, modeling assumptions, and supporting calculations.

TASK 4: HYDRAULIC ANALYSIS

The Proposer shall develop a two-dimensional unsteady-flow hydraulic model of the Esopus Creek using the latest version of HEC-RAS. The hydraulic analysis shall include the following:

a) Development of a two-dimensional flow area encompassing the Esopus Creek and associated floodplain areas generally bounded by the HUC-12 watershed boundaries.

b) Creation of an appropriate computational mesh with refinement regions sized to achieve reasonable and defensible hydraulic results.

c) Incorporation of breaklines, hydraulic connectors, and other model features necessary to represent topographic controls and significant barriers to flow.

d) Integration of surveyed bathymetric information into the hydraulic terrain model.

e) Incorporation of hydraulic structures necessary to achieve a detailed level of analysis, including the eleven (11) structures identified within the effective flood profiles for the Study reach.

f) Tie-in of modeled water-surface elevations and flood hazard information to available effective

Base Flood Elevation (BFE) information at the upstream and downstream limits of the Study area.

g) Calibration of the hydraulic model to available USGS stream gage records, where appropriate, including the three gages previously verified during the 2009 Partial Countywide Analysis.

h) Development of a regulatory floodway analysis in accordance with applicable FEMA guidance.

Floodway evaluation sections shall be established at intervals determined by the modeler and documented for use in water-surface elevation and floodway reporting.

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Task 4 Deliverables:

• Hydraulic model development documentation, calibration results, and supporting analyses.

TASK 5: FLOODPLAIN MAPPNG & FEMA DATABASE DEVELOPMENT

The Proposer shall prepare updated floodplain mapping and draft FEMA database products based upon the results of the hydrologic and hydraulic analyses. The mapping effort shall include:

a) Delineation of revised Special Flood Hazard Areas and associated flood hazard information.

b) Preparation of updates to as many as twelve (12) Flood Insurance Rate Map (FIRM) panels, as necessary to reflect the results of the Study.

c) Revision of flood hazard mapping associated with backwater effects on Englishmans Creek and

Saw Kill within the Study area:

i. Englishmans Creek shall be evaluated and mapped for approximately 7,000 feet upstream of its confluence with Esopus Creek. Existing effective flood hazard information shall be updated to reflect revised analyses and mapping.

ii. Saw Kill shall be evaluated and mapped for approximately 3,500 feet upstream of its confluence with Esopus Creek. Existing effective flood hazard information shall be updated to reflect revised analyses and mapping.

d) Development of supporting draft database information suitable for incorporation into FEMA flood risk mapping products.

Task 5 Deliverables:

• Preliminary floodplain mapping and floodway analyses.

• Draft Flood Insurance Rate Map (FIRM) revisions and associated mapping products.

• Draft FEMA database components and supporting technical documentation.

General Note on Deliverables:

The Proposer shall prepare and submit draft and final technical products developed under this Scope of

Work for review and acceptance. In particular, the Proposer shall respond to comments from NYCDEP and NYSDEC. All work products shall be provided in electronic format and shall be suitable for incorporation into future FEMA Flood Insurance Study and Flood Mapping. Upon completion of the

Study, the Proposer shall provide to Ulster County final deliverables, including but not limited to:

a) Final survey data, field notes, structure data, bathymetric survey information, and associated metadata.

b) Final terrain datasets, digital elevation models, and supporting geospatial data utilized in development of the Study.

c) Final hydrologic and hydraulic model files, including all HEC-HMS and HEC-RAS project files, input data, output files, calibration information, and supporting documentation; Final floodway analyses, water-surface elevation data, and associated technical documentation; Final floodplain mapping products, including revised flood hazard boundaries, floodway boundaries, and Base

Flood Elevation information.

d) Draft and final FEMA database products prepared in accordance with applicable FEMA standards and specifications.

e) Geographic Information System (GIS) files, mapping layers, and associated metadata used to

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produce the Study results.

f) Technical reports documenting survey methods, hydrologic analyses, hydraulic analyses, model assumptions, calibration procedures, mapping methodologies, and the Study findings; and any additional supporting data, calculations, exhibits, figures, maps, documentation, and engineering products developed as part of this Study, as requested by Ulster County.

g) All final survey information, elevation data, mapping products, model files, technical analyses, reports, and supporting documentation developed under this Scope of Work shall be furnished to the County in a format acceptable to the County and shall become part of the permanent project record.

5.0 PROPOSAL/SUBMITTAL RETURN DATE

5.1 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.

5.2 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 October 16, 2026 at the following address:

Ulster County Department of General Services

Edward Jordan, Director of General Services

5.3 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

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any selection interviews.

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.

5.4 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 6.0 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.

5.5 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

Name; Ancolie Martelly

Ulster County Department of General Services, 100 Development Court

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

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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.

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.

6.0 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.

Proposers shall highlight their experience and expertise in conducting corridor management plans, safety assessments, land use studies, and/or other similar transportation planning work as well as their approach to fostering and managing a meaningful and effective public engagement process.

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Proposers are encouraged to develop an innovative approach consistent with the objectives of the

Study. Proposers should present a clear understanding of the fundamental issues in the corridor and how best to arrive at solutions.

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.

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. The responder’s name must appear on all cost proposal sheets.

SECTION V: RETURN DOCUMENTS

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

7.0 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 (45 points)

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• Completeness of responder ’s proposal that demonstrates how all of the elements of the required plan will be accomplished.

• Concise description of all program elements and their relationship to each other and to the required outcome(s).

• Demonstrated capability of the responder to communicate the required program elements both technically and visually in a manner easily understood by decision-makers, and, where necessary, the public.

• Schedule to accomplish all required tasks within required timeframe.

▪ QUALIFICATIONS AND EXPERIENCE (45 points)

• Proposer’s experience with projects of similar size and scope in the public sector, including work involving FEMA flood mapping and modeling and the NYSDEC

Resiliency Program.

• Personnel qualifications and experience including specific experience related to the required tasks.

• Evidence that members of the proposed team have worked together, individually or collectively, and have relevant involvement with the projects identified as references.

• Responder’s business history and viability.

• Reasonableness of the Project Manager’s estimated time commitment to the project in relation to the time commitments of other members of the project team.

▪ FEE/PRICING PROPOSAL (10 points)

• Cost of proposal

• Reasonableness of fees and budget

• Reasonableness of optional fees, if any

8.0 QUALIFICATION OF RESPONDENT

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

The County of Ulster may make such investigations as 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.

9.0 PRE-PROPOSAL MEETING (VENDOR’S CONFERENCE)

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

10.0 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

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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.

11.0 CONTRACT PERIOD

The term of the contract will be for A PERIOD OF TWELVE (12) MONTHS.

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, (ATTACHMENT A).

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.

12.0 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.

13.0 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.

14.0 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).

15.0 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

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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.

16.0 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.

17.0 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.

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

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included in the required forms section at the end of this solicitation.

18.0 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.

19.0 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.

20.0 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.

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21.0 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.

22.0 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 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.

23.0 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.

24.0 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/purchasing. The Ulster County Living Wage Act can be accessed electronically at any time by going to:

https://legislature.ulstercountyny.gov/sites/default/files/Local%20Law%20No.%206%20of%202021%2

0-%20Living%20Wage_0.pdf

25.0 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.

https://ulstercountyny.gov/purchasing https://legislature.ulstercountyny.gov/sites/default/files/Local%20Law%20No.%206%20of%202021%20-%20Living%20Wage_0.pdf https://legislature.ulstercountyny.gov/sites/default/files/Local%20Law%20No.%206%20of%202021%20-%20Living%20Wage_0.pdf

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26.0 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.

27.0 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.

28.0 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 October 06, 2026 Last day to submit written inquiries

Friday October 16, 2026 Due Date for Proposals

Week of October 27, 2026 Selection Committee evaluates Proposals

Week of November 10, 2026 Oral Interviews By Invited Companies (If Deemed Necessary)

Week of November 10, 2026 Notice of Intent to Award

January 2027 Contract Start Date

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(Rev. 02/27/25)

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 vendor is qualified to provide service and was selected] OR [was the lowest, responsible bidder to respond to the County’s Request for Bid RFB-UC___ (the “Bid”) pursuant to the terms and conditions of the Bid];

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 Bid No. _____________ and the Firm’s Response to Bid 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…