Hiring a Consultant to Assist with the Choosing, Implementation, and Support of a New Computer Aided Dispatch and Records Management System

The County of Ontario (the "County"), is requesting Proposals for RFP# R26075 Hiring a Consultant to Assist with the Choosing, Implementation, and Support of a New Computer Aided Dispatch and Records Management System. Proposals are to be submitted via the County's eProcurement Portal via https://procurement.opengov.com/portal/ontariocountyny PRIOR TO 4:00 pm on Monday, August 24, 2026. Late responses will not be accepted.

Project work includes assisting the County in all phases of choosing a new Computer Aided Dispatch and Records Management System, including needs assessment, procurement, contract negotiation, implementation, and support..

Background

The County is looking to hire a consultant to assist us with the entire process of implementing new CAD and RMS systems for our Sheriff's Department.

Project Details

• Reference ID: R26075
• Department: Office of the Sheriff
• Department Head: David Cirencione (Sheriff)

Important Dates

• Questions Due: 2026-08-14T04:00:00.000Z

Evaluation Criteria

• Experience with similar projects (2 pts)
• Responsiveness and content of proposal (2 pts)
• Experience with Public Safety in New York State (2 pts)
• Project work scope and methodology proposed (3 pts)
• Total Cost of this Service (1 pts)

Submission Requirements

• Authorized Representative Contact Information (required) —

  Please enter the Authorized Representative's name, title, phone and email

• Proposal (required) —

  Please upload your full proposal here.

• Proposal (no pricing information) (required) —

  Please upload your technical technical proposal here.

  NOTE: DO NOT INCLUDE PRICING INFORMATION. YOU WILL UPLOAD THAT SEPARATELY

• Pricing Proposal (required) —

  Upload your pricing proposal here. It should not have been included with the previous upload area as the County has required that pricing information be submitted separately from the rest of the proposal.

• Federal Tax ID (required) —

  Please enter your Federal Tax ID here.

• Proposer's Statement on Sexual Harassment (required) —

  IN ACCORDANCE WITH NEW YORK STATE FINANCE LAW §139‐l

  In accordance with State Finance Law §139‐l, which generally prohibits the County from entering into contracts pursuant to the bid process with persons who fail to submit a certification affirming compliance with New York Labor Law §201‐g, the proposer submits the following certification under the penalty of perjury:

  By submission of this proposal, each proposer and each person signing on behalf of any proposer certifies, and in the case of a joint proposal each party thereto certifies as to its own organization, under penalty of perjury, that the proposer has and has implemented a written policy addressing sexual harassment prevention in the workplace and provides annual sexual harassment prevention training to all of its employees. Such policy shall, at a minimum, meet the requirements of Section 201‐g of the Labor Law. 

• Non-Collusive Bidding Certification (required) —

  By submission of this bid (R26075), each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of knowledge and belief:

  1)    The prices in this bid 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 bidder or with any competitor;

  2)    Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder prior to opening, directly or indirectly, to any other bidder or to any competitor; and

  3)    No attempt has been made or will be made by the bidder to induce any other person, partnership, or corporation to submit or not to submit a bid for the purpose of restricting competition.

• Individual, Corporate, Partnership or LLC Acknowledgment (required) —

  Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.

• Additional Information (if needed) —

  For any additional information requested or required by any of your previously provided answers or as stated within this RFP please upload the additional documentation here.

• Submittal Confirmation (required) —

  By confirming and submitting this Proposal, the party submitting electronically acknowledges that they have read, understand and agree to all of the terms of the RFP documents as presented without reservation or alteration including: the Notice to Bidders, Instructions to Bidders, General Information, Schedule B Insurance Requirements, RFP Specifications and Proposal Form R26075 and any Addenda upon which the proposal is based.

  Submitting party further certifies that all information provided within this proposal is accurate to the best of their knowledge and that they have provided any necessary proof of their authority to submit a proposal on behalf of the Company Name stated on the proposal thereby committing the Company to the information contained within.

• Pricing Proposal (required) —

  Does pricing need to be submitted separately from the technical proposal as its own sealed document? Or can it be submitted as part of the same file upload?

  NOTE: If you need to use sealed pricing for any reason but do not select it here, pricing information may be shown to evaluators or accessible even if you do not unseal pricing at the time of review.

• Project Purpose (required) —

  Format: Project work includes __________ 

  Example: storm drain cleaning services

• Evaluations (required) —

  Will you be conducting evaluations electronically within OpenGov?

• Does this RFP require insurance? (required)
• Will this solicitation/contract require automobile liability? (required) —

  Select yes if the contract is a construction contract, a contract requiring reimbursement of the Contractor’s mileage, or a contract requiring use of a vehicle other than for transportation of the contractor from home/main office to the work site or from the work site to home/main office

• Vendor's Classification? (required) —

  Please select the relevant vendor classification for insurance requirements

• Will price adjustments be allowed? (required)