R26075 Consultant for CAD & RMS Implementation RFP.pdf

1/29/2025

Notice is Hereby Given

NOTICE IS HEREBY GIVEN

that the County of Ontario will receive sealed Proposals for Hiring a Consultant to Assist with the Choosing, Implementation, and Support of a New Computer Aided Dispatch and Records Management System

R26075. The County prefers electronic submittals via the eProcurement Portal at https://procurement.opengov.com/portal/ontariocountyny however, sealed paper bids can be filed with the

Ontario County Purchasing Director, 20 Ontario Street, Canandaigua, New York 14424, PRIOR TO 4:00 pm prevailing time, on Monday, August 24, 2026

All questions pertaining to this RFP shall be forwarded in writing to the Director of Purchasing at the address shown above.

Ontario County reserves the right to reject any or all proposals.

Jenifer Langer

Purchasing Director

Ontario County Purchasing https://procurement.opengov.com/portal/ontariocountyny

2/4/2025

Information for Proposers

Method of Award

This contract is a professional services contract, and as such is not subject to the competitive bidding requirements. The award of this contract will be based on:

1. Experience with similar projects

2. Responsiveness and content of proposal

3. Experience with Public Safety in New York State

4. Project work scope and methodology proposed

5. Total cost of this service

As part of their decision-making process The County will evaluate and rank the proposals and interview one or more proposers that submitted the highest ranked proposals. An administrative team will conduct interviews and make a recommendation to the County’s Public Safety Committee. The Committee will then determine whether a recommendation to award a contract be made to the Ontario County Board of Supervisors. The Ontario County

Board of Supervisors will make the final decision on whether to award a contract.

Vendor Questions

Questions regarding this RFP must be submitted in writing to the Ontario County Purchasing Department.

Questions should be submitted in writing via the Ontario County Purchasing email or via the eProcurement Portal at https://procurement.opengov.com/portal/ontariocountyny. The deadline for submitting questions is, Friday, August 14, 2026 before 12:00 am. Questions will be answered in writing and if changes or additions to the scope or specifications become necessary, those changes or additions will be issued as addenda and posted to the

County's eProcurement Portal. Verbal responses from County employees or responses from staff other than the

Purchasing Director must not be given or relied upon. In the event any such response is given; it should not be relied upon and is non-binding. Only that information which is distributed through written addenda or OpenGov

Q&A will be binding upon the County.

Questions regarding the RFP must be directed to the Question & Answer section of this RFP on the

County's OpenGov Procurement portal or to:

Ontario County Purchasing

20 Ontario Street

Canandaigua, NY 14424

Tel: (585) 396-4442

Email: Purchasing@ontariocountyny.gov

NOTE: The County shall not be held responsible for the completeness or accuracy of any RFP documents received by a vendor that were not directly issued to that vendor by the County Purchasing Department or found on the

County website. Any vendor submitting a proposal based on incomplete or inaccurate information resulting from mailto:Purchasing@ontariocountyny.gov documentation received from any third party, shall not have cause for relief from award or completion of a contract in accordance with the official documents on file with the County Purchasing Department.

It is HIGHLY suggested that all vendors interested in participating in this RFP, contact the County Purchasing

Department directly or use the County's OpenGov Procurement portal to assure they have received the most accurate and up to date material concerning this contract.

Submission of Vendor's Proposal

If submitting electronically through the County's OpenGov Procurement portal:

Proposals are to be submitted via the County's eProcurement Portal at https://procurement.opengov.com/portal/ontariocountyny . The county prefers electronic submittals, however accommodations can be made for paper submittals if necessary.

Proposal shall be in a "submitted" status before 4:00 pm on Monday, August 24, 2026. No late submittals will be accepted. This RFP can be viewed and responded to on the County's OpenGov Procurement portal at:

https://procurement.opengov.com/portal/ontariocountyny

If submitting by hard copy:

One (1) ORIGINAL, HARD-COPY SIGNED response – clearly labeled as original must be submitted in a sealed package and One (1) USB DRIVE COPY noting the RFP# R26075 Hiring a Consultant to Assist with the Choosing, Implementation, and Support of a New Computer Aided Dispatch and Records Management

System in the subject line. Proposals must be submitted in a sealed package, and the drive must be marked with vendor name and proposal number.

The sealed package must be marked on the outside with the following information:

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

Dispatch and Records Management System and R26075

Monday, August 24, 2026 before 4:00 pm

Company Name and Address

This must be received at the address below in the Ontario County Purchasing Department on or before, Monday, August 24, 2026 before 4:00 pm Eastern Standard Time:

ONTARIO COUNTY PURCHASING DEPARTMENT

20 Ontario Street

Canandaigua, New York 14424

The proposal submitted by the individual vendor(s) is the document upon which the County will make its initial judgment regarding the contractor’s qualifications, understanding of the County’s scope and objectives, and ability to complete services under the contract. It is the sole responsibility of the respondent to ensure that their response arrives prior to the receipt deadline.

Those submitting proposals do so entirely at their own expense. There is no expressed or implied obligation by the County to reimburse any firm or individual for any costs incurred in preparing or submitting proposals, https://procurement.opengov.com/portal/ontariocountyny/projects/287375 preparing, or submitting additional information requested by the County, or for participating in any selection interviews and/or other processes.

Submission of any proposal indicates acceptance of the conditions and the complete understanding of the requirements contained in this RFP unless clearly and specifically noted otherwise in the proposal.

The County reserves the right to reject any proposals in whole or in part, to waive any and all informalities, and to disregard all non-conforming, non-responsive, or conditional proposals.

General Information

3.1. Award of RFP

The award, if any, will be made within forty-five (45) calendar days of the opening date. All successful vendors shall be notified by the Ontario County Clerk of the Board of any contracts they have been awarded. Notice of awards shall be in the form of a copy of the resolution awarded by the Ontario County Board of Supervisors sent to all successful vendors by U.S. mail. Unsuccessful vendors shall not be informed.

3.2. Term of Contract

Any contract resulting from this RFP shall be for a term of three (3) years by resolution by the Ontario County

Board of Supervisors. The County reserves the right to renew any contract resulting from this RFP for up to three additional twelve (12) month periods by mutual agreement in accordance with the terms of the contract and by resolution by the Ontario County Board of Supervisors.

3.3. Prohibition Against Assignment/Transfer/Subcontract

The vendor is prohibited from assigning, transferring, conveying, subletting or otherwise disposing of this agreement or any of its contents, or of any right, title or interest therein, or of the power to execute this agreement, to any other person or corporation without previous consent, in writing, of the County.

3.4. Non-Appropriations Clause

In accordance with New York State General Municipal Laws the County of Ontario will not be liable for any purchases or contracts for goods or services for which funding is not available. As a result, the vendor agrees to hold the County harmless for any contracts let for which funding either does not currently exist or for which funding has been removed prior to the issuance of a purchase order by the County. Issuance of a purchase order by the County indicates that the County currently has and has set aside adequate funds to procure the goods and services indicated in the purchase order or contract. Receipt of a resolution by the Ontario County Board of

Supervisors is not in and of itself a binding contract with the County. Should it become necessary for the County to cancel a project or purchase after an order to proceed or purchase order has been issued, the County will only be liable for and the vendor agrees to only assess those financial damages that it can prove to have incurred as a result of the cancellation. (see Bid Form for further notes)

3.5. Non-Assignment

In accordance with NYS General Municipal Law 109, at no time during the duration of any contract resulting from this RFP, shall the successful vendor be allowed to assign any portion of this contract to a third party without express written approval by the Ontario County Board of Supervisors.

3.6. Termination

The County, upon ten (10) calendar days’ notice to the vendor, may terminate any contract(s) resulting from this

RFP in whole or in part when the County deems it to be in its best interest, whether with or without cause. In such event, the vendor shall be compensated and the County shall be liable only for payment for goods, materials, equipment and/or services provided under any contract(s) awarded as a result of this RFP up to the effective date of termination.

In the event of a dispute as to the value of services rendered by the vendor prior to the effective date of termination, it is understood and agreed that the County shall determine the value of such services rendered by the vendor. Such reasonable and good faith determination shall be accepted by the vendor as final.

In the event the County determines that there has been a material breach by the vendor of any of the terms of any contract(s) awarded as a result of this bid and such breach remains uncured for five (5) days after service on the vendor of written notice thereof, the County, in addition to any other right or remedy it might have, may terminate any contract(s) awarded as a result of this bid and the County shall have the right, power and authority to complete that which is required by the contract awarded as a result of this RFP, and any additional expense or cost of such completion shall be charged to and paid by the vendor. Service of notice hereunder shall be effective on the date of mailing.

3.7. Payments

Payments to all vendors will be made within thirty (30) calendar days of receipt of an approved and accepted invoice by the County. If the contract is for equipment, the County will pay the vendor awarded the contract within thirty (30) calendar days of receipt and acceptance of the equipment as fully functional and operational including training of County staff by the vendor in the operation and maintenance of the equipment and upon receipt and approval of a correct invoice from the vendor. Prior to any vendor receiving payment, the County requires that all vendors have a current completed IRS form W-9 on file with the County Finance Department.

The County may, at its option, audit such books and records of the vendor as are reasonably pertinent to a contract awarded as a result of this bid to substantiate the basis for payment and compliance with the terms of the contract resulting from this bid.

3.8. Judgments/Legal Findings

By submitting this proposal for consideration, the vendor affirms that they currently have no judgments or other legal findings nor have any pending judgments or other legal findings against the company or any of its executives, with any federal, state or local governmental entities that in any way could impact or have the potential to impact their ability to complete any contract awarded them as a result of this RFP. Failure to disclose any such judgments and/or findings will result in the termination of any contracts and other penalties as deemed legal and appropriate by the County.

3.9. Iran Divestment Act

By submitting a proposal in response to this solicitation or by assuming the responsibility of a Contract awarded hereunder, Bidder/Contractor (or any assignee) certifies that it is not on the "Entities Determined To Be Non-

Responsive Bidders/Offerors Pursuant to The New York State Iran Divestment Act of 2012" list ("Prohibited

Entities List") posted on the OGS website at: http://www.ogs.ny.gov/about/regs/docs/ListofEntities.pdf and further certifies that it will not utilize on such Contract any subcontractor that is identified on the Prohibited

Entities List. Additionally, Bidder/Contractor is advised that should it seek to renew or extend a Contract awarded in response to the solicitation, it must provide the same certification at the time the Contract is renewed or extended.

During the term of the Contract, should Ontario County receive information that a person (as defined in State

Finance Law § 165-a) is in violation of the above-referenced certifications, Ontario County will review such information and offer the person an opportunity to respond. If the person fails to demonstrate that it has ceased its engagement in the investment activity which is in violation of the Act within 90 days after the determination of such violation, then Ontario County shall take such action as may be appropriate and provided for by law, vile, http://www.ogs.ny.gov/about/regs/docs/ListofEntities.pdf or contract, including, but not limited to, seeking compliance, recovering damages, or declaring the Contractor in default.

Ontario County reserves the right to reject any proposal, request for assignment, renewal or extension for an entity that appears on the Prohibited Entities List prior to the award, assignment, renewal or extension of a contract, and to pursue a responsibility review with respect to any entity that is awarded a contract and appears on the Prohibited

Entities list after contract award.

3.10. Independence

The vendor expressly understands and agrees that it is and shall in all respects be considered an independent contractor. The vendor, its employees, partners, associates, subcontractors, subconsultants and any others employed or retained by the vendor in the performance of a contract resulting from this RFP, are not and shall not hold themselves out nor claim to be an officer or employee of the County, nor make claim to any rights accruing thereto, including but not limited to Workers Compensation, Unemployment Benefits, Social Security or retirement plan membership or credit. Further, vendor, by virtue of his/her independent contractor status, shall under no circumstance constitute an employee of the County for purposes of the Affordable Care Act, shall not be entitled to any subsidy or credit in connection with this bid, and agrees if the County were to be assessed a penalty related to this bid that vendor will defend and indemnify the County for any said penalty or related penalty.

3.11. Non-Discrimination

The vendor expressly agrees that:

a. in the hiring of employees for the performance of a contract resulting from this bid, neither the vendor, any subcontractor, nor any person acting on their behalf, shall discriminate against any person on the basis of any characteristic or classification protected under New York State or federal anti-discrimination laws, who is otherwise qualified and available to perform the work to which the employment relates; and

b. neither the vendor, any subcontractor, nor any person acting on behalf of such vendor or subcontractor shall, in any manner, harass, discriminate against or retaliate against any employee hired for the performance of work under this Agreement on account of any characteristic or classification protected under New York State or federal anti-discrimination laws; and

c. in the course of performance of work under a contract resulting from this bid, neither the vendor, any subcontractor, nor any person acting on their behalf shall, in any manner, harass, discriminate against, or retaliate against any person on account of any characteristic or classification protected under New

York State or federal anti-discrimination laws; and

d. that there may be deducted from the amount payable to the vendor by the County under any contract resulting from this bid a penalty of fifty dollars ($50) for each person for each calendar day during which such person was discriminated against or intimidated in violation of the provisions of the contract; and

e. that any contract resulting from this bid may be cancelled or terminated by the County, and all moneys due or to become due hereunder may be forfeited, for a second or any subsequent violation of this section.

3.12. No Conflict

The vendor agrees that it has no interest and will not acquire any interest, direct or indirect, that would conflict in any manner or degree with the performance of the services and duties hereunder. The vendor further agrees that, in the performance of a contract resulting from this bid, no person having any such interest shall be employed by it.

The vendor represents and warrants that it has not employed or retained any person, other than a bona fide full time salaried employee working solely for the vendor to solicit or secure a contract resulting from this bid, and that it has not paid or agreed to pay any person (other than payments of fixed salary to a bona fide full time salaried employee working solely for the vendor) any fee, commission, percentage, gift or other consideration, contingent upon or resulting from the award or making a contract resulting from this RFP. For the breach or violation of this provision, without limiting any other rights or remedies to which the County may be entitled or any civil or criminal penalty to which any violator may be liable, the County shall have the right, in its discretion, to terminate a contract resulting from this bid without liability, and to deduct the contract price, or otherwise to recover, the full amount of such fee, commission percentage, gift or consideration.

3.13. Compliance

The vendor shall comply, at its own expense, with the provisions of all federal, state and local laws, rules and regulations applicable to its performance of any contract resulting from this RFP and any terms and conditions of a grant associated with any contract(s) awarded as a result of this RFP.

3.14. Defense and Indemnification

The vendor agrees to the fullest extent of the law:

a. that except for the amount, if any, of damage contributed to, caused by or resulting from the negligence of the County, the vendor shall indemnify and hold harmless the County, its officers, employees and agents from and against any and all liability, damage, claims, demands, costs, judgments, fees, attorneys' fees or loss arising directly or indirectly out of the performance or failure to perform hereunder by the vendor or third parties under the direction or control of the vendor; and

b. to provide defense for and defend, at its sole expense, any and all claims, demands or causes of action directly or indirectly arising out of the acts or omissions referred to in Sub-paragraph “(a)” above and to bear all other costs and expenses related thereto. The duty to defend hereunder shall be triggered immediately upon notice to the vendor by the County of the County’s receipt of a Notice of

Claim, service of process or other demand or claim.

These defense and indemnification obligations shall survive the expiration or termination of any contract resulting from this bid, whether occasioned by the contract’s expiration or earlier termination.

3.15. Employee Verification Requirements

All vendors and all municipal entities included under any contract(s) resulting from an award of this RFP are required to comply with all current state, federal and local laws, rules and regulations as they pertain to the verification of the ability of each employee to legally work in this state and country. This includes all employees, subcontractors and their employees engaged in work covered by said contract.

All vendors shall, upon request, supply the County with certified copies of U.S. Citizenship and Immigration

Services Form I-9 for all employees, subcontractors and their employees. These forms should be on file at the vendor’s home office and are available online at http://www.uscis.gov/files/form/i-9.pdf. By submitting a bid for consideration by the County, the vendor acknowledges that it has complied with and will continue to comply with all regulations and statutes concerning the verification of employee status.

3.16. Records

All original records compiled by the vendor in performing under a contract resulting from this bid, including but not limited to written reports, studies, drawings, blueprints, negatives of photographs, computer printouts, graphs, charts, plans, specifications and all similar recorded data, shall become and remain the property of the

County. The vendor may retain copies of such records for its own use.

3.17. Insurance

Failure to secure and maintain the required insurances contained in Insurance Requirements which is attached hereto and made a part hereof, is a material breach of any contract(s) awarded as a result of this bid. Vendor shall reimburse the County for any funds expended by the County that would have been paid by Vendor’s insurance carrier under any required insurance. Should vendor’s required insurance be cancelled or lapse in any way, vendor shall submit the insurer’s notice of cancellation or lapse to the County within two business days of receipt.

3.18. Miscellaneous

If any provision of a contract resulting from this RFP is determined to be invalid or unenforceable, that shall not affect the validity or enforceability of the remaining portions of the contract resulting from this bid. Any such invalid or unenforceable provision shall be modified so as to give effect to the original intent of the parties to the maximum extent possible. Each and every provision of law and clause required by law to be inserted in a contract resulting from this RFP shall be deemed to have been inserted herein, and if through mistake or inadvertence such provision is not inserted, said clause shall be deemed to have been inserted and shall have the full force and effect of law. Any contract resulting from this RFP shall be construed and enforced in accordance with the laws of the

State of New York.

3.19. Proprietary Information

The proposal and any accompanying documentation submitted in the proposal shall become the property of the

County and shall not be returned. The proposal shall be subject to the FOIL, Freedom of Information Law, so the proposers should identify any business information supplied in confidence, do not mark all pages confidential only those with truly proprietary information.

3.20. Contract Contents

This section is intended to form the basis for the development of a contract to be awarded as a result of this RFP.

The selected Vendor(s) may be required to execute a signed contract with the County. Exhibit A of said contract may include but not be limited to:

• The County’s RFP R26075

• The Vendor’s response

• Any and all addenda http://www.uscis.gov/files/form/i-9.pdfhttp:/www.uscis.gov/files/form/i-9.pdf

• All necessary insurance information

Scope of Work

4.1. Scope of Work for Consultant Services for Computer Aided Dispatch and Records Management

System

Summary

The County of Ontario, NY is seeking a qualified consultant to assist the Sheriff's Department with the selection, implementation, and support of a new Computer Aided Dispatch (CAD) and Records Management

System (RMS). The consultant will be responsible for conducting a comprehensive needs assessment, assisting with procurement and contract negotiation, overseeing the implementation process, and providing post-implementation support. The pricing for these services should be divided by phases.

Detailed Specifications

Phase 1: Needs Assessment

1. Conduct a thorough analysis of the current CAD and RMS systems in use by the Sheriff's Department.

2. Engage with key stakeholders, including dispatchers, officers, administrative staff, and IT personnel, to gather requirements and identify pain points.

3. Document the functional and technical requirements for the new CAD and RMS systems.

4. Provide a detailed report summarizing the findings and recommendations for the new system.

Phase 2: Procurement Assistance

1. Work with the department and purchasing to develop a comprehensive Request for Proposal (RFP) based on the needs assessment.

2. Identify potential vendors and assist with distributing the RFP.

3. Assist in evaluating vendor proposals, including conducting vendor interviews and demonstrations.

4. Provide a comparative analysis of the proposals.

Phase 3: Contract Negotiation

1. Assist in negotiating contract terms with the selected vendor to ensure favorable terms for the County.

2. Review and provide feedback on the contract to ensure it meets all legal and operational requirements.

3. Ensure that the contract includes clear deliverables, timelines, and performance metrics.

Phase 4: Implementation Oversight

1. Develop a detailed implementation plan in collaboration with the selected vendor and the Sheriff's

Department.

2. Monitor the implementation process to ensure it adheres to the agreed-upon timeline and budget.

3. Facilitate regular status meetings with the vendor and the Sheriff's Department to address any issues or concerns.

4. Ensure that all system integrations, data migrations, and customizations are completed successfully.

5. Conduct user acceptance testing (UAT) to ensure the system meets all functional and technical requirements.

Phase 5: Post-Implementation Support

1. Provide training and support to ensure that all users are proficient with the new system.

2. Develop and deliver comprehensive training materials and documentation.

3. Offer ongoing support for a specified period to address any issues that arise post-implementation.

4. Conduct a post-implementation review to assess the success of the project and identify any areas for improvement.

Service Requirements

1. The consultant must have extensive experience with CAD and RMS systems, preferably within law enforcement agencies.

2. The consultant must demonstrate a proven track record of successfully managing similar projects from inception to completion.

3. The consultant must possess strong project management skills and be able to effectively coordinate with multiple stakeholders.

4. The consultant must have excellent communication skills, both written and verbal.

5. The consultant must be able to provide references from previous clients for similar projects.

Delivery Requirements

1. The consultant must be available to start the project within 30 days of contract award.

2. The consultant must provide a detailed project timeline with milestones for each phase of the project.

3. The consultant must be available for on-site meetings and support as required throughout the project.

4. The consultant must provide regular progress updates to the County's project manager.

Pricing

The pricing for the consultant's services should be divided by phases as follows:

1. Phase 1: Needs Assessment

2. Phase 2: Procurement Assistance

3. Phase 3: Contract Negotiation

4. Phase 4: Implementation Oversight

5. Phase 5: Post-Implementation Support

Each phase should include a detailed breakdown of costs, including any travel expenses, materials, and hourly rates.

Submission Requirements

Interested consultants should submit the following:

1. A cover letter summarizing their qualifications and experience.

2. A detailed proposal outlining their approach to each phase of the project.

3. Resumes of key personnel who will be involved in the project.

4. References from previous clients for similar projects.

5. A detailed pricing proposal divided by phases.

Insurance Requirements

ONTARIO COUNTY INSURANCE REQUIREMENTS

**References to “Contractor” in these Insurance Requirements include the "Contractor," "Vendor" or

"Consultant" that is a party to the agreement with Ontario County.

5.1. Instructions for Insurance Requirements

1. The Ontario County Insurance Requirements consist of:

a. these instructions for Insurance Requirements

b. proof of liability insurance

c. proof of Workers’ Compensation insurance; and

d. proof of Disability Insurance

2. Proof of insurance shall be provided by the Contractor prior to standing committee approval or issuance of a purchase order. In addition, all bids and quotes require proof of insurance with the response.

3. Any change in or waiver of insurance requirements must be approved by the County Governmental

Operations and Insurance Committee. Any failure by the County to object to the contents of the certificate of insurance or the absence of same shall not be deemed a waiver of any and all rights held by the County.

4. No Limitation of Liability: The policy limits required by these Insurance Requirements shall in no way operate or be considered as a limitation of Contractor’s liability.

5. Contractor must provide new ACORD certificates when any policy listed on the form expires.

6. If Contractor maintains broader coverage and/or higher limits than the minimums shown below, the

County requires and shall be entitled to the broader coverage and/or the higher limits. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the County.

7. The Contractor’s insurance policies must be from an A.M. Best A rated or better insurer, authorized to conduct business in New York State. A New York State admitted insurer is preferred. The decision to accept specific insurers lies exclusively with the County.

8. The County reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstance.

9. General Requirements for Proof of Commercial General Liability Insurance

a. Use of ACORD Form: Proof of Commercial General Liability Insurance must be provided on a New

York-approved ACORD form. ACORD Insurance Certificates must be executed by an insurance company and/or agency or broker licensed by the Insurance Department of the State of New York.

b. The ACORD form must contain (i) the name of the agent producing the form; (ii) a policy number;

(iii) policy effective date and expiration date; and (iv) the name of the Contractor, which must match the Contractor name on the Agreement.

c. Type of policy: Commercial General Liability Insurance shall be written on an occurrence coverage form. Insurance shall include coverage for bodily injury and property damage liability.

d. Additional Insured Status: All Commercial General Liability insurance certificates must name

Ontario County as an “Additional insured.” Additional insured status must include products and completed operations. The Contractor agrees to indemnify the County for any applicable deductibles and self-insured retentions. No Action over Exclusion shall be on the policy.

e. “Certificate Holder”: shall be “County of Ontario, 20 Ontario Street, Canandaigua, NY 14424.” The certificate holder cannot be a County department.

f. “Description of Operations”: must say “Vendor/Contractor/Consultant services provided as per contract with Ontario County.”

g. Non-renewal, Change, or Cancellation: Contractor shall provide written notice of any non-renewal, change, or cancellation of the policies required herein to the County of Ontario and the County

Department requesting this Certificate at least thirty (30) days prior to such non-renewal, change, or cancellation. Such written notice may be provided through the County’s electronic contract system.

h. Waiver of Subrogation: Contractor hereby grants to the County a waiver of any right to subrogation which any insurer of said Contractor may acquire against the County by virtue of the payment of any loss under such insurance. Waiver of subrogation must be indicated on the ACORD form. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the County has received a waiver of subrogation endorsement from the insurer and regardless of whether waiver of subrogation is indicated on the

ACORD form.

i. Primary / Non-contributory Coverage: Contractor’s insurance shall be primary and the County’s self-insurance program shall be excess and shall not contribute with it.

j. Abuse & Molestation Liability: Contractors providing services to minors (0 to 18 years of age) pursuant to the contract with Ontario County shall provide proof of sexual abuse and molestation coverage.

k. Garage Keepers Legal Liability: Contracts for vehicle repair services that are performed on the

Contractor’s property require garage liability insurance with limits of $500,000 auto and other than auto.

10. Proof of Automobile Insurance

a. For all construction contracts, contracts requiring reimbursement of the Contractor’s mileage, or any other 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, the ACORD form must include proof of Auto Liability Coverage as set forth below.

b. All Automobile Liability insurance certificates must name Ontario County as an “Additional insured.” The Contractor agrees to indemnify the County for any applicable deductibles and self-insured retentions. No Action over Exclusion shall be on the policy.

c. Waiver of Subrogation: Contractor hereby grants to the County a waiver of any right to subrogation which any insurer of said Contractor may acquire against the County by virtue of the payment of any loss under such insurance. Waiver of subrogation must be indicated on the ACORD form. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the County has received a waiver of subrogation endorsement from the insurer and regardless of whether waiver of subrogation is indicated on the

ACORD form.

d. Primary / Non-contributory Coverage: Contractor’s insurance shall be primary and the County’s self-insurance program shall be excess and shall not contribute with it.

11. General Requirements for Proof of Professional Liability Insurance

a. Use of ACORD form: An ACORD form is strongly preferred for proof of Professional Liability

Insurance. Alternative forms may be accepted, in the discretion of the Ontario County Attorney’s

Office, so long as such certificates are executed by an insurance company and/or agency or broker licensed by the Insurance Department of the State of New York.

b. The ACORD form or other approved Certificate of Insurance must contain (i) the name of the agent producing the form; (ii) a policy number; (iii) policy effective date and expiration date; and (iv) the name of the Contractor, which must match the Contractor name on the Agreement.

c. Type of policy: Professional liability coverage shall be maintained for not less than three (3) years following expiration or termination of the Agreement OR shall the Contractor shall provide an equivalent extended reporting endorsement (commonly known as a “tail policy”).

d. Non-renewal, Change, or Cancellation: Contractor shall provide written notice of any non-renewal, change, or cancellation of the policies required herein to the County of Ontario and the County

Department requesting this Certificate at least thirty (30) days prior to such non-renewal, change, or cancellation. Such written notice may be provided through the County’s electronic contract system.

e. Abuse & Molestation Liability: Contractors providing services to minors (0 to 18 years of age) pursuant to the contract with Ontario County shall provide proof of sexual abuse and molestation coverage.

12. General Requirements for Proof of Umbrella/Excess Insurance

a. Where required, proof of Umbrella/Excess insurance must be provided on a New York-approved

ACORD form. ACORD Insurance Certificates must be executed by an insurance company and/or agency or broker licensed by the Insurance Department of the State of New York.

b. Type of policy: Umbrella/Excess insurance shall be on a follow-form basis or provide broader coverage over the General Liability and Auto Liability coverages.

c. Additional Insured Status: All Umbrella/Excess insurance certificates must name Ontario County as an “Additional insured.”

d. Waiver of subrogation applies and Contractor’s insurance shall be primary / non-contributory.

13. Workers’ Compensation Insurance

a. New York State law mandates that municipal entities require their contractors or permit applicants to provide proof of Workers’ Compensation insurance OR proof of exemption from providing

Workers’ Compensation insurance, in compliance with NY Workers’ Compensation Law §57.

b. To comply with coverage provisions of the Workers’ Compensation Law, contractors must:

i. be legally exempt from obtaining workers’ compensation insurance coverage; or

ii. obtain such coverage from insurance carriers; or

iii. be a Board-approved self-insured employer; or

iv. participate in an authorized group self-insurance plan.

c. FORMS - Contractors or entities requesting permits from Ontario County must provide one of the following NY State-approved forms to Ontario County. NOTE - ACORD forms cannot be accepted as proof of Workers’ Compensation coverage.

i. Form CE-200, Certificate of Attestation of Exemption from NYS Workers’ Compensation and/or Disability Benefits Coverage: Form CE-200 can be completed electronically on the NY

Workers’ Compensation Board’s website, https://www.wcb.ny.gov/content/main/forms/AllForms.jsp. Under “All Forms,” search for form CE-200 and then follow the instructions to apply for an exemption on the State’s “New

York Business Express” website. Please note that there are two different applications, one for businesses and one for not-for-profit organizations. Once the contractor receives the CE-200, the form must be signed and submitted by the Contractor to Ontario County. This form is only valid for one year from the date printed on the bottom of the form and a new form must be provided to Ontario County upon expiration.

ii. Form C-105.2, Certificate of Workers’ Compensation Insurance: Form C- 105.2 must be obtained from the contractor’s insurance carrier or the carrier’s licensed agent. Please note, the

State Insurance Fund provides its own version of this form, the U-26.3.

iii. Form SI-12, Certificate of Workers’ Compensation Self-Insurance: Board-approved self-insured employers must obtain this form from the Board’s Self-Insurance Office by emailing selfinsurance@wcb.ny.gov. This form is only valid for one year and a new form must be provided to Ontario County upon expiration.

https://www.wcb.ny.gov/content/main/forms/AllForms.jsp mailto:selfinsurance@wcb.ny.gov

iv. GSI-105.2, Certificate of Participation in Worker’s Compensation Group Self-Insurance:

The contractor must obtain this form from the contractor’s Group Self-Insurance Administrator.

This form is only valid for one year and a new form must be provided to Ontario County upon expiration.

v. NYS Agencies Acceptable Proof: Letter from the NYS Department of Civil Service indicating the applicant is a New York State government agency covered for workers’ compensation under

Section 88-c of the Workers’ Compensation Law and exempt from NYS disability benefits.

14. Disability Benefits Coverage

a. New York State law mandates that municipal entities require their contractors or permit applicants to provide proof of Disability Benefits Coverage OR proof of exemption from providing Disability

Benefits Coverage, in compliance with NY Workers’ Compensation Law §220 (8).

b. To comply with coverage provisions of the Workers’ Compensation Law, contractors must:

i. be legally exempt from obtaining Disability Benefits Coverage; or

ii. obtain such coverage from insurance carriers; or

iii. be a Board-approved self-insured employer for disability benefits.

c. FORMS - Contractors or entities requesting permits from Ontario County must provide one of the following NY State-approved forms to Ontario County. NOTE - ACORD forms cannot be accepted as proof of Disability Benefits Coverage.

i. Form CE-200, Certificate of Attestation of Exemption from NYS Workers’ Compensation and/or Disability Benefits Coverage: Form CE-200 can be completed electronically on the NY

Workers’ Compensation Board’s website, https://www.wcb.ny.gov/content/main/forms/AllForms.jsp. Under “All Forms,” search for form CE-200 and then follow the instructions to apply for an exemption on the State’s “New

York Business Express” website. Please note that there are two different applications, one for businesses and one for not-for-profit organizations. Once the contractor receives the CE-200, the form must be signed and submitted by the Contractor to Ontario County. This form is only valid for one year from the date printed on the bottom of the form and a new form must be provided to Ontario County upon expiration.

ii. DB-120.1, Certificate of Disability Benefits Insurance: Form DB-120.1 must be obtained from the contractor’s insurance carrier or the carrier’s licensed agent.

iii. DB-155, Certificate of Disability Benefits Self-Insurance: Self-insured employers must contact the NY Office of Self-Insurance at selfinsurance@wcb.ny.gov to obtain Form DB-155.

iv. NYS Agencies Acceptable Proof: Letter from the NYS Department of Civil Service indicating the applicant is a New York State government agency covered for workers’ compensation under

Section 88-c of the Workers’ Compensation Law and exempt from NYS disability benefits.

https://www.wcb.ny.gov/content/main/forms/AllForms.jsp mailto:selfinsurance@wcb.ny.gov

15. Limitations of Liability / Specific Required Liability Coverages for this Contract

5.2. Professional / Consultant Services

Commercial General Liability **Required for business entities OR services performed on Consultant’s property

Each Occurrence $1,000,000

Fire Damage / Damage to

Rented Premises $50,000

General Aggregate $2,000,000

Products Completed Operations $1,000,000

Personal & Advertising Injury $1,000,000

Medical Expense $5,000

Professional Liability

Each Occurrence $1,000,000

General Aggregate $2,000,000

Cyber Liability (where applicable) $2,000,000

Excess / Umbrella *Required only for

Engineers, Architects, &

Construction Consultants

Each Occurrence $5,000,000

Aggregate $5,000,000

Sexual Abuse and

Molestation (where applicable)

$25,000

Evaluation Phases

No. Evaluation Criteria Scoring Method Weight (Points)

1. Experience with similar projects N/A N/A

2. Responsiveness and content of proposal N/A N/A

3. Experience with Public Safety in New York

State N/A N/A

4. Project work scope and methodology proposed N/A N/A

5. Total Cost of this Service N/A N/A

Mandatory Forms

If submitting electronically through the County's OpenGov Procurement portal:

Forms are provided electronically during the response process on the County's OpenGov portal. No physical documents need be delivered to the County.

If submitting by hard copy:

The forms on the following pages are mandatory and must be included with your proposal:

• Proposal Form, completed and signed

• Individual, Corporate, Partnership or LLC Acknowledgement, completed and notarized

• Non-Collusive Bidding Certification, signed and notarized

• Bidder’s Statement on Sexual Harassment, signed and notarized

• Insurance documents

Please sign all documents in blue or other non-black ink.

Proposal Form

PROPOSAL FORM FOR RFP to be received at the date, time and location listed on the Notice.

If submitting electronically through the County's OpenGov Procurement portal:

Proposals must be in a "submitted" status prior to the due date and time listed on this RFP. No late submittals will be allowed. Proposers are reminded that it takes time to upload files and supply required information so attempting to complete and submit a proposal close to the deadline for submittals may result in an incomplete proposal which cannot be submitted through the County's OpenGov Procurement portal.

The County reserves the right to reject any or all proposals.

All prices are to include no taxes.

If not submitting by Procurement portal:

Proposals must be submitted in a sealed envelope plainly marked as to its contents.

Required is one (1) original signed hard copy proposal and one (1) complete electronic copy. The electronic copy can be sent by email to: Purchasing@ontariocountyny.gov.

By signing and submitting the Proposal Form, the undersigned 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 for RFP R26075 and any Addenda upon which the proposal is based.

1. Authorized Representative Contact Information*

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

*Response required

2. Proposal (no pricing information)*

Please upload your technical technical proposal here.

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

*Response required

3. Pricing Proposal*

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.

*Response required

4. Federal Tax ID*

Please enter your Federal Tax ID here.

*Response required

5. Proposer's Statement on Sexual Harassment* mailto:Purchasing@ontariocountyny.gov

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.

☐ Please confirm

*Response required

6. Non-Collusive Bidding Certification*

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.

☐ Please confirm

*Response required

7. Individual, Corporate, Partnership or LLC Acknowledgment*

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

• INDIVIDUAL,_CORPORATE,_PART...

*Response required

8. 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.

9. Submittal Confirmation*

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…