Project Information

Bid Title

TO PROVIDE FUNERAL DIRECTOR AND MEDICAL EXAMINER TRANSPORT SERVICES

Issuing Agency

Erie County

Location

New York

Published Date

Jan 12, 2026

Closing Date

Feb 16, 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
SOCIAL SERVICES	TO PROVIDE FUNERAL DIRECTOR AND MEDICAL EXAMINER TRANSPORT SERVICES	Monday, February 16, 2026	funeral-director-and-medical-examiner-transport-services-appendix-a.docx , funeral-director-and-medical-examiner-transport-services-appendix-b.docx

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ERIE COUNTY

REQUEST FOR PROPOSAL (RFP)

TO PROVIDE FUNERAL DIRECTOR AND

MEDICAL EXAMINER TRANSPORT SERVICES

RFP # 2026-001VF

EDWARD A. RATH COUNTY OFFICE BUILDING

95 FRANKLIN STREET

BUFFALO, NEW YORK 14202

COUNTY OF ERIE, NEW YORK

REQUEST FOR PROPOSALS (“RFP”) # 2026-001VF

TO PROVIDE FUNERAL DIRECTOR AND MEDICAL EXAMINER TRANSPORT SERVICES

Contents

I. INTRODUCTION .....................................................................................................................................................................................3

II.

FUNDING AND BUDGET...............................................................................................................................................................3

III. PROPOSAL TIMEFRAMES ...........................................................................................................................................................3

IV. GENERAL REQUIREMENTS........................................................................................................................................................4

V. SCOPE OF PROFESSIONAL SERVICES REQUIRED ..........................................................................................................6

INTRODUCTION .....................................................................................................................................................................................6

HISTORY AND CONTEXT....................................................................................................................................................................6

SCOPE OF WORK..................................................................................................................................................................................6

GENERAL REQUIREMENTS:..............................................................................................................................................................8

COMPENSATION.................................................................................................................................................................................... 8

VENDOR EXPERIENCE AND QUALIFICATIONS..........................................................................................................................8

VI. STATEMENT OF RIGHTS..............................................................................................................................................................8

UNDERSTANDINGS ..................................................................................................................................................................................8

EVALUATION ............................................................................................................................................................................................... 9

EVALUATION PROCESS .......................................................................................................................................................................10

CONTRACT ................................................................................................................................................................................................10

INDEMNIFICATION AND INSURANCE...............................................................................................................................................11

INTELLECTUAL PROPERTY RIGHTS................................................................................................................................................11

NON-COLLUSION.....................................................................................................................................................................................11

CONFLICT OF INTEREST......................................................................................................................................................................12

COMPLIANCE WITH LAWS...................................................................................................................................................................12

CONTENTS OF PROPOSAL.................................................................................................................................................................12

EFFECTIVE PERIOD OF PROPOSALS .............................................................................................................................................13

ERIE COUNTY EQUAL PAY CERTIFICATION .....................................................................................................................................14

GUIDELINES FOR STANDARD INSURANCE PROVISIONS REQUIRED ....................................................................................15

PROPOSAL REQUIREMENTS..................................................................................................................................................................16

RFP APPENDIX A: Proposal to Provide Service ...................................................................................................................................17

RFP APPENDIX A: Proposal to Provide Service ...................................................................................................................................18

SCHEDULE A.................................................................................................................................................................................................19

RFP APPENDIX B: Fiscal............................................................................................................................................................................20

RFP APPENDIX C: Supplemental Information.......................................................................................................................................21

I. INTRODUCTION

The County of Erie, New York (the “County”) is currently seeking proposals from qualified agencies

(“Proposer”) interested in providing Funeral Director and Medical Examiner Transport services for Erie

County. Proposers interested in providing these services are invited to respond to this request.

In responding to this RFP, Proposers must follow the prescribed format as outlined. By so doing, each

Proposer will be providing comparable data, and thus, be assured of fair and objective treatment in the

review and evaluation process. It is the county’s intent to select the Proposer that provides the best

solution for the Erie county’s needs.

The County reserves the right to amend this RFP, reject any or all the proposals, or any part thereof,

submitted in response to this RFP, and reserves the right to waive any irregularities or informalities, if such

action is deemed to be in the best interest of the County. The County reserves the right to request

additional information from any Proposer, and to award negotiated contracts to one or more Proposers.

This RFP is not intended and shall not be construed to commit the County to pay any costs incurred in

connection with any proposal or to procure or contract with any firm.

The County will only contract with firms that do not discriminate against employees or applicants for

employment because of race, creed, color, national origin, sex, age, disability, marital status, sexual

orientation, citizenship status or any other status protected by New York State and Federal laws.

II. FUNDING AND BUDGET

The award is subject to annual contract renewal, contingent upon the Proposer’s successful performance

of project objectives and the continued need and desire for such services as articulated by Erie County.

Initial award and renewals are subject to inclusion of funding in the County Executive Recommended

Budget and as adopted by the Erie County Legislature, as well as contingent upon availability of New York

State funds appropriated for this purpose. All contract appropriations are subject to Legislative approval.

Future awards will be dependent on available funds and subject to the demonstrated fiscal and

programmatic stability of the applicant agency, as well as their meeting all Erie County requirements. More

than one provider may be selected for 2026-27.

III. PROPOSAL TIMEFRAMES

The following schedule is for informational purposes only. The County reserves the right to amend this

schedule at any time.

Issue RFP:

January 12, 2026

RFP Informational Meeting:

January 15, 2026 at 10:00 a.m. via Webex

Register for the Informational Meeting by contacting Carrie.Godfrey@erie.gov by January 14, 2026.

Join from the meeting link

https://erie.webex.com/erie/j.php?MTID=md75e285b00193179eecf99747ce508e7

Join by meeting number

Meeting number (access code): 2493 167 3761

Meeting password: rM8Pajyid23

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Tap to join from a mobile device (attendees only)

+1716-858-2250,,24931673761## United States Toll (Buffalo)

+1-415-655-0003,,24931673761## United States Toll

Join by phone

+1 716-858-2250 United States Toll (Buffalo)

+1-415-655-0003 United States Toll

Global call-in numbers

Join from a video system or application

Dial 24931673761@webex.com

You can also dial 173.243.2.68 and enter your meeting number.

Proposals Due:

February 16, 2026 by 4:00 p.m.

Selection Made by:

April 2026

Contract Signed:

Following all necessary County approvals.

IV. GENERAL REQUIREMENTS

1. Each proposal shall be prepared simply and economically, avoiding the use of elaborate promotional

materials beyond what is sufficient to provide a complete, accurate and reliable presentation.

2. Your proposal must be comprised of 3 sections:

Appendix A

• Proposal to Provide Service

• Signed Schedule A

Appendix B

• Signed Fiscal Form

Appendix C

• Most recent Audit report prepared by an independent CPA

• Most recent Management Letter

• Listing of Officers and Board of Directors

Failure to follow the prescribed format for responses may result in disqualification.

3. Proposals MUST be signed using the attached Schedule A: Proposer Certification. Unsigned

proposals will be rejected.

4. Submission of the proposals shall be uploaded as three separate documents (Appendix A, B and C) to:

OnBase Unity Form. You will receive an email confirming if it has been submitted.

If unable to upload the proposal, a printed submission may be submitted to: Erie County Department of

Social Services, Attn: Carrie Godfrey, 95 Franklin Street Room 804, Buffalo, NY 14202. Note: must be

on 8.5x11 paper, one-sided and no staples.

5. All proposals must be submitted on or before February 16, 2026 at 4:00 p.m. Regardless of cause,

proposals received after the above date and time will not be considered. Requests for extension will

not be granted. The County is under no obligation to return proposals.

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6. Requests for clarification of this RFP must be written and submitted to Carrie Godfrey at the above

address, or at Carrie.Godfrey@erie.gov no later than 4:00 pm on January 14, 2026. A list of questions

and answers will be posted on the County website by January 20, 2026, if applicable. No

communication of any kind will be binding against the county, except for the formal written responses to

any request for clarification.

7. Proposers may be required to give an oral presentation to the County to clarify or elaborate on the

written proposal. Those Proposers will be notified to arrange specific times.

8. No proposal will be accepted from nor any agreement awarded to any Proposer that is in arrears upon

any debt or in default of any obligation owed to the County. Additionally, no agreement will be awarded

to any Proposer that has failed to satisfactorily perform pursuant to any prior agreement with the

County.

9. Information on the Standard Insurance Provisions required of agencies selected as a contractor of this

service is included in this RFP. This document is for informational purposes only and is not to be

submitted by the Proposer for the purposes of this RFP.

10. All potential contract-holders with Erie County shall agree to comply with Executive Order 13 (2014),

and the Agency shall make such records available, upon request, to the County’s Division of Equal

Employment Opportunity for review. (A copy of Executive Order 13 is available here: Executive Order

13). All contract holders will be required to sign the Erie County Equal Pay Certification (attached). The

County shall have the right, upon reasonable notice and at reasonable times, to inspect the books and

records of the Agency, its offices and facilities, f or the purpose of verifying information supplied in the

Erie County Equal Pay Certification and for any other purpose reasonably related to confirming the

Agency’s compliance with Erie County Executive Order No. 13 (2014). Violation of the provisions o f

Executive Order 13 (2014), which is attached hereto and made a part hereto and made a part hereof,

can constitute grounds for the immediate termination of a contract, and may constitute grounds for

determining that a bidder is not qualified to participate in future county contracts.

11. All potential contract-holders with Erie County shall agree that administrative costs may not exceed

15% of the requested funds.

12. Certified Minority Business Enterprise/ Women’s Business Enterprise (MBE/WBE) proposers sh all

include the Erie County MBE/WBE Certification letter with their proposal.

13. A business that is a certif ied Service-Disabled Veteran Owned Business (SDVOB) under the New York

State Service-Disabled Veteran-Owned Business Act shall include the letter indicating their company is

51% or more veteran-owned with their proposal.

14. All proposers must disclose the name, title, and department of any employee or of ficer who is or was an

employee or officer of Erie County within 12 months immediately prior to the proposal.

15. If requested, proposers must provide a list of at least three ref erences f rom community partners and

collaborators or an individual with knowledge of and experience with the specific services being offered.

16. All proposers must provide a list of all prime contractors and subcontractors that their agency does

business with related to the service in this RFP.

17. All proposers must include the name of their Language Access Coordinator. A copy of your Language

Access Policy is required at contract.

18. All proposers must include the name of their Americans with Disabilities Act (ADA) Coordinator. A copy

of a written ADA policy is required at contracting.

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Commodity Codes

• NAICS 621111Offices of Physicians (except Mental Health Specialists)
• NAICS 621910Ambulance Services
• NAICS 812210Funeral Homes and Funeral Services

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