What the buyer needs
AI summaryThe County of Ulster Department of General Services seeks a vendor to provide arts and cultural services and administer the Ulster County Cultural Services and Promotion Fund (UCCSPF). The awarded firm will promote the fund, conduct an online application workshop, manage the independent review panel, distribute grant agreements, monitor funded projects, and submit a comprehensive program report. The contractor will also deliver marketing, retention, and capacity-building services to community-led organizations, cultural nonprofits, and individual artists. Required services include individual consulting, sustainability workshops, media advocacy, two networking events, and collaboration with the Tourism Department on the annual Arts Awards and with the Poet Laureate. Only United States organizations are eligible to bid, and work will be performed offsite. Vendors must submit questions by December 1, 2026, and may submit proposals digitally via email or online.
Scope of work
- Administer the Ulster County Cultural Services & Promotion Fund (UCCSPF) application, review, and award processes.
- Distribute $80,000 in grant funding to approved nonprofit arts and cultural organizations and fiscal sponsors.
- Establish and coordinate an independent review panel of Ulster County residents to evaluate eligible applications.
- Provide free technical assistance, informational workshops, and one-on-one consultations to prospective and awarded applicants.
- Deliver individual consulting sessions and learning workshops on fundraising, budgeting, marketing, and organizational sustainability.
- Host two networking events with the Tourism Department to connect artists and cultural organizations.
- Promote local arts and cultural events through media outlets and partner on annual Ulster County Arts Awards.
- Work with the Ulster County Poet Laureate to promote poetry events and expand audience reach.
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Overall Plan to Provide Required Services | 35 Points |
| Fee/Pricing Proposal | 30 Points |
| Qualifications and Experience | 20 Points |
| Understanding of County's Goals and Objectives | 10 Points |
| Local Economic Development | 5 Points |
Minimum qualifications
- Fully licensed to the extent required by law, experienced, and properly qualified to perform the services.
- Minimum of three references, excluding Ulster County, for similar completed projects.
- Demonstrated ability in regulatory compliance, fiscal solvency, budget performance, and contract compliance.
- Current with IRS Form 990 filing or timely extension filing, if applicable.
- Compliance with Ulster County Living Wage Act.
Documents to include with your response
- Receipt Confirmation Form
- RFP Response Checklist
- One Fee/Cost Proposal original and one photocopy
- One electronic copy of Technical Proposal and Fee Proposal in Word and PDF
- Assumed Name Certification
- Organization Information Form
- Disclosure of Ownership Interest Certification Form
- Affidavit of Non-Collusion
- Insurance Requirements and Insurance Statement
How to submit
- Method
- Sealed hard copy and electronic copy
- Instructions
- Submit one original, one photocopy, and one electronic copy (Word and PDF) unbound and unstapled in a sealed envelope to 100 Development Court, Kingston, NY 12401, with the Fee/Cost Proposal in a separate marked envelope.