Project Information

Bid Title

ELECTRONIC LOGGING, INMATE LOCATION, INVENTORY AND ASSET MANAGEMENT SYSTEM FOR THE ERIE COUNTY CORRECTIONAL FACILITY AND ERIE COUNTY HOLDING CENTER

Issuing Agency

Erie County

Location

New York

Published Date

Dec 1, 2025

Closing Date

Feb 6, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Department	Title	Submission Deadline	Additional files
SHERIFFS	ELECTRONIC LOGGING, INMATE LOCATION, INVENTORY AND ASSET MANAGEMENT SYSTEM FOR THE ERIE COUNTY CORRECTIONAL FACILITY AND ERIE COUNTY HOLDING CENTER	Friday, February 6, 2026	rfp-announcement.doc , official-newspapers-for-2025.pdf

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ERIE COUNTY SHERIFF'S OFFICE

REQUEST FOR PROPOSALS (RFP)

Electronic Logging, Inmate Location, Inventory and Asset Management

System for the Erie County Correctional Facility and Erie County Holding

Center

RFP #2025- 049VF

Due Date: February 06, 2026

Issued by:

Erie County Sheriff’s Office

Jail Management Division

40 Delaware Avenue

Buffalo, New York 14202

INTRODUCTION

The Erie County Sheriff’s Office (ECSO) is soliciting proposals from qualified vendors to

provide equipment, supplies, and software to establish and maintain an electronic

system for:

• Real-time logging of day-to-day activities, special watches, emergencies,

inspections, out-of-cell time, program participation, etc.

• Tracking inmate location and movement

• Managing and tracking inventory, equipment, supplies, and assets

• Documenting and routing requests, repair orders, grievances, incident reports,

and case management

The project will encompass the following ECSO-managed facilities:

• Erie County Holding Center (ECHC)

• Erie County Correctional Facility (ECCF)

• Secure detention area at Erie County Medical Center (ECMC)

• ECSO Transportation Unit

This Request for Proposals (RFP) outlines ECSO’s requirements for the project. Any item

not specifically mentioned but necessary for the delivery and operation of the proposed

system must be included in the proposal. Specifications are provided in sufficient detail

to secure proposals for comparable services.

PROJECT BACKGROUND AND OBJECTIVES

The Erie County Sheriff’s Office (ECSO) currently operates two separate detention

facilities:

• Erie County Holding Center (ECHC)

40 Delaware Avenue, Buffalo, NY 14202

A 7-story high-rise, maximum-security facility built in 1937, with a maximum

capacity of 638 inmates.

• Erie County Correctional Facility (ECCF)

11581 Walden Avenue, Alden, NY 14004

A 2-story, medium-security facility with a campus layout, built in 1985, with a

maximum capacity of 746 inmates.

In addition to these facilities, the Erie County Sheriff’s Office also operates:

• A secure detention area within the Erie County Medical Center (ECMC) at 462

Grider Street, Buffalo, NY 14215

• A Transportation Unit responsible for inmate movement between facilities and

external appointments

Project Objective

The primary objective of this project is to transition from a paper-based recordkeeping

system to a Radio Frequency Identification (RFID)-based electronic system. This

system will enhance operational efficiency, improve accountability, and ensure real-time

tracking and documentation across all ECSO-managed facilities.

GENERAL INFORMATION AND REQUIREMENTS

Project Schedule

Milestone

Date

RFP Release

December 01, 2025

RFP Questions Due

December 31, 2025

RFP Question Response Date January 16, 2026

RFP Submission Deadline

February 6, 2026

Vendor Qualifications and Proposal Requirements

• Vendors must submit a company profile that includes:

• Description of services

• Length of time in business

• Professional accomplishments and experience

• A list of references

• Vendors must demonstrate a minimum of five (5) years of

experience providing similar services to correctional facilities of equal or greater

size and complexity.

• Vendors must provide current contact information for at least three (3)

references from correctional facilities of similar size and scope that currently use

the proposed products and services.

• Vendors must demonstrate a commitment to continuous research and

development, including a plan for technological upgrades and equipment

replacement at least every two years throughout the contract term.

Diversity and Inclusion Goals

• Proposers are encouraged to include Certified Minority and Women-Owned

Business Enterprises (M/WBE) to meet Erie County’s goals of:

• 15% Minority-Owned Business Enterprise (MBE)

• 5% Women-Owned Business Enterprise (WBE)

Certified M/WBE proposers should include their Erie County certification

letter with the proposal.

• In accordance with Erie County Local Law 5-1 (2023), proposers are also

encouraged to include Service-Disabled Veteran-Owned Businesses

(SDVOBs) to meet the County’s goal of 6% SDVOB participation. Proof of

certification under the New York State Service-Disabled Veteran-Owned

Business Act must be included.

Proposal Submission Instructions

• Submit one (1) original, three (3) printed copies, and one (1) PDF copy on a USB

flash drive by 3:00 PM on February 06, 2026.

• Final sealed proposals must be delivered to:

Erie County Sheriff’s Office

ATTN: Superintendent

40 Delaware Avenue

Buffalo, NY 14202

• All future communications from Erie County will be sent electronically.

Questions and Clarifications

• All questions or requests for interpretation must be

submitted electronically by 3:00 PM on December 31, 2025 to:

???? jeffrey.hartman@erie.gov

• No oral interpretations via phone or in-person will be accepted.

• A single written response to all questions will be issued by January 16, 2026.

Additional Terms

• This RFP does not commit the County to pay any costs incurred in the

preparation of a proposal or to contract with any firm.

• Proposers may be required to give an oral presentation to clarify or elaborate on

their written proposal.

• No proposal will be accepted from, nor any agreement awarded to, a proposer

who:

• Is in arrears on any debt or obligation to the County

• Has failed to satisfactorily perform under any prior agreement with the

County

• The County will only contract with firms that do not discriminate based on race,

creed, color, national origin, sex, age, disability, marital status, sexual orientation,

citizenship status, or any other status protected by law.

• The County reserves the right to:

• Amend or cancel this RFP

• Reject any or all proposals

• Waive formalities

• Request additional information

• Award contracts to one or more proposers

SCOPE OF WORK

4.1 General Requirements

The selected vendor shall:

• Provide all necessary hardware, equipment, supplies, and software to establish an

RFID-based system for:

• Inmate and inventory tracking

• Paperless logging of activities, incidents, events, and processes

• Incident, Disciplinary, Grievance, and Use of Force reporting and tracking

Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services
• NAICS 541614Process, Physical Distribution, and Logistics Consulting Services
• NAICS 561210Facilities Support Services

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