Consultant for new Computer Aided Dispatch and Records Management Systems for Sheriff

Ontario County, New York is requesting proposals from a consultant to assist the Sheriff's Department with selection, implementation, and support of a new Computer Aided Dispatch and Records Management System, with proposals due August 24, 2026 at 4:00 p.m. prevailing time. Questions must be submitted in writing by August 14, 2026 before 12:00 p.m.

The scope spans five phases: needs assessment and stakeholder engagement; procurement assistance and vendor evaluation; contract negotiation; implementation oversight; and post-implementation training and support. The consultant must develop system requirements, assist with RFP drafting and vendor selection, negotiate final contracts, oversee system deployment, and provide on-site support as required. The consultant must be available to start within thirty days of award.

The contract carries a three-year initial term with an option to renew for up to three additional twelve-month periods by mutual agreement and Board resolution. No contract value or budget range is specified. Pricing must be divided by phase with detailed cost breakdowns covering hourly rates, travel expenses, and materials.

Evaluation criteria are experience with similar projects, responsiveness and proposal content, experience with public safety in New York State, proposed project methodology, and total cost of service. The County will evaluate and rank proposals, conduct interviews with top-ranked proposers, and make a recommendation to the Public Safety Committee, which will then recommend to the Ontario County Board of Supervisors for final award.

Required insurance includes Commercial General Liability ($1 million per occurrence / $2 million aggregate), Professional Liability ($1 million per occurrence / $2 million aggregate), Workers' Compensation, and Disability Benefits Coverage. Mandatory submissions are a completed Proposal Form, notarized Individual/Corporate/Partnership/LLC Acknowledgment, notarized Non-Collusive Bidding Certification, notarized Statement on Sexual Harassment, resumes of key personnel, client references, and proof of insurance. Sealed proposals may be submitted electronically via the eProcurement Portal or in hard copy to the Ontario County Purchasing Director at 20 Ontario Street, Canandaigua, New York 14424.