FAQ: All

Q: Do I need an appointment to use the Archives?

A: Yes. An appointment is recommended. To ensure that there is Archives staff available to assist with researchers needs, please telephone the Archives at (845) 340-3415. It is recommended that appointments be made at least twenty-four hours in advance. In addition, by telephoning the Archives a researcher will have an opportunity to speak with an Archives staff member regarding their specific search request. While appointments are recommended, walk-ins are welcome. Requests for copies can be made in person and the copies will be mailed to you. However, if you wish to view records from the Archives then you may have to return for an additional appointment. Contact Us for more information.

Q: How do I get access to the records?

A: Access is available for most of the records described here through the Ulster County Records Management Program 845-340-3415. However, there are some exceptions. Deeds, Mortgages, Liens, Judgments, Maps, Civil Action Cases, Criminal Action Cases, and Divorce Files are accessed through the County Clerk’s Office at 845-340-3288, 244 Fair Street, Kingston, Monday through Friday. No appointment is necessary to access records at the Fair Street location. For records other than the County Clerk’s please contact those departments directly. Go to the Ulster County home page at http://ulstercountyny.gov for further information about other Ulster County departments

Q: I’m doing my family genealogy. What records do you have for genealogists?

A: Genealogists are our most popular researchers. There are many record series that contain information of interest to genealogists - census records (1790-1925); naturalization records (1830-1992); birth, death and marriage records (1847-1883), (1908-1935); City of Kingston Directories (1873-1998); Pauper and Poorhouse Records (1823-1956); Ashokan Reservoir Records (1906-1958). These series and more are described in detail in our publication Genealogical and Other Resources of the Ulster County Archives. For access to some of the above, search our records database. Deeds, Mortgages, Liens, Judgments, Maps, Civil Action Cases, Criminal Action Cases, and Divorce Files are accessed through the County Clerk’s Office at 244 Fair Street, Kingston Monday through Friday. No appointment is necessary. Call 845-340-3288. Tax Rolls are available at the Department of Finance . Call 845-340-3431. Wills are available at the Office of the Surrogate’s Court. Call 845-481-9338.

Q: Are site visits and pre-bid conferences mandatory?

A: Site visits and Pre-bid Conferences are not mandatory. However, vendors are expected to attend. Not attending is to the bidder’s disadvantage as site visits and pre-bid conferences are offered to give the bidders a better understanding of the specifications and offer the opportunity to view the location and conditions of the project; make comments and ask questions

Q: How can a vendor obtain specifications and drawings for Capital Bid Packages?

A: Vendors should refer to the published Legal Notice or contact the Purchasing Department at 845-340-3400 for specific details. Bid Deposit Checks for plans should be made payable to the Ulster County Commissioner of Finance. Upon provision of a vendor’s shipping carrier account number, the County will ship plans and specifications to the vendor.

Q: Does Ulster County accept bids electronically?

A: At the current time the County does not accept bids electronically but is working to implement electronic bidding in the future.

Q: Are there any other sites which distribute Ulster County bidding documents?

A: Other sites, which often charge fees for bid information, will supply documents to companies. However, copies of bid documents obtained from any source other than directly from Ulster County are not considered official copies. Only those bidders who obtain bidding documents from Ulster County Purchasing or the Empire State Purchasing Group website are guaranteed to receive addendum information if issued. It is recommended vendors always obtain an official copy.

Q: How can bids documents be obtained?

A: Ulster County posts its bids and quotes on the Empire State Purchasing Group website. See Section 2.0 in the Suppliers Handbook for registration instructions.

Q: Are their exceptions to bidding?

A: Yes. The following are permitted by New York State law as exceptions to competitive bidding. Purchases from State Contract Purchases from contracts let by the United States of America or any agency thereof, any state or any other county if it is let in a manner that constitutes competitive bidding consistent with New York State law. Purchases through NYS designated Preferred Sources Emergencies as designated by the County Executive when and wherein the delay caused by soliciting bids or quotes would endanger the health, welfare or property of the County or its citizens. Sole Source: In cases where a reasonably exhaustive and documented search discloses that a good or service is available from only one vendor.

Q: What are the differences between a bid, quote and RFP?

A: Bids are formal documents governed by NYS municipal law. Quotes have lower dollar thresholds, are less formal and are regulated by County Purchasing Procedures. RFPs (Requests For Proposal) are a formal invitation from the County to provide a solution to a problem or need of the County. RFPs are used to obtain professional services. An award is made based on a committee determination using weighted criteria as stated in the specification document which usually includes experience, qualifications, proposed plan to provide service and price/fee.

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