Project Information

Bid Title

QUEUING MANAGEMENT SYSTEM

Issuing Agency

Erie County

Location

New York

Published Date

Jan 7, 2026

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
SOCIAL SERVICES	QUEUING MANAGEMENT SYSTEM	Friday, February 6, 2026	queuing-appendix-a-2026-008vf.docx , queuing-appendix-b-2026-008vf.docx

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ERIE COUNTY

REQUEST FOR PROPOSAL (RFP)

TO PROVIDE

QUEUING MANAGEMENT SYSTEM

RFP # 2026-008VF

Erie County Department of Social Services

EDWARD A. RATH COUNTY OFFICE BUILDING

95 FRANKLIN STREET

BUFFALO, NEW YORK 14202

COUNTY OF ERIE, NEW YORK

REQUEST FOR PROPOSALS (“RFP”) # 2026-008VF

TO PROVIDE QUEUING MANAGEMENT SYSTEM

Contents

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

II.

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

III. PROPOSAL TIMEFRAMES .................................................................................................................................................... 4

IV. GENERAL REQUIREMENTS ................................................................................................................................................. 5

V.

SCOPE OF PROFESSIONAL SERVICES REQUIRED ..................................................................................................... 7

INTRODUCTION ............................................................................................................................................................................. 7

HISTORY AND CONTEXT ............................................................................................................................................................ 7

SCOPE OF WORK ......................................................................................................................................................................... 7

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

COMPENSATION ........................................................................................................................................................................... 9

VENDOR EXPERIENCE AND QUALIFICATIONS .................................................................................................................... 9

VI. STATEMENT OF RIGHTS ...................................................................................................................................................... 9

UNDERSTANDINGS .......................................................................................................................................................................... 9

EVALUATION .................................................................................................................................................................................... 10

EVALUATION PROCESS................................................................................................................................................................ 11

CONTRACT ....................................................................................................................................................................................... 11

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

INTELLECTUAL PROPERTY RIGHTS ......................................................................................................................................... 12

NON-COLLUSION ............................................................................................................................................................................ 12

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

COMPLIANCE WITH LAWS ........................................................................................................................................................... 13

CONTENTS OF PROPOSAL .......................................................................................................................................................... 13

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

SCHEDULE A ........................................................................................................................................................................................ 20

RFP APPENDIX B: Fiscal .................................................................................................................................................................... 21

RFP APPENDIX B: Fiscal .................................................................................................................................................................... 22

RFP APPENDIX C: Supplemental Information ................................................................................................................................. 23

I. INTRODUCTION

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

(“Proposer”) interested in providing queuing management system for Erie County Department of Social

Services (ECDSS). ECDSS utilizes a Solutions Focused Principles-Trauma Informed Care system of care

framework and incorporates the principles of Diversity, Equity, and Inclusion (DEI) into its practices and

procedures. Proposers interested in providing this service 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 the ECDSS comparable data, and thus, be assured fair and objective treatment

in the ECDSS review and evaluation process. It is the ECDSS’ intent to select the Proposer that provides

the best solution for the ECDSS’ needs.

The County reserves the right to amend this RFP, reject any or all of 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

A total of $45,000 is potentially available for the requested queuing management system for 2026.

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

DSS. 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 of the Erie County Department

of Social Services requirements.

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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 7, 2026

RFP Informational Meeting:

January 16, 2026 at 11:00 a.m. via Webex

Join from the meeting link

https://erie.webex.com/erie/j.php?MTID=m04b3dc6a856f647ff793780a72d3b08a

Join by meeting number

Meeting number (access code): 2488 802 9958

Meeting password: hHxHeAv4E53

Tap to join from a mobile device (attendees only)

+1716-858-2250,,24888029958## United States Toll (Buffalo)

+1-415-655-0003,,24888029958## 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 24888029958@webex.com

You can also dial 173.243.2.68 and enter your meeting number.

Proposals Due:

Selection Made by:

Contract Signed:

February 6, 2026 by 4:00 p.m.

April 2026

Following all necessary County approvals.

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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

• For agencies not currently contracted with ECDSS to provide the requested service:

References and data from similar work

Appendix B

• Signed Fiscal Form

• Budget Forms

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 6 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.

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 January 15, 2026. A list of questions and

answers will be posted on the County website by January 21, 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

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Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541519Other Computer Related Services

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