RFB 2026-34 Upgrade the Existing 911 Phone System and Installation of a New Recording System for Madison County

Madison County, New York is requesting sealed bids for upgrading its existing 911 phone system and installing a new NG911-compliant recording system, with bids due November 12, 2026 at 11:00 a.m. and a pre-bid meeting and site visit on October 27, 2026 at 10:00 a.m. This is a prevailing-wage public work project funded through the SFY2025 Next Generation 911 grant (Project Number NG25-1054-E00), with mandatory set-asides of 15% MBE, 15% WBE, and 6% SDVOB participation.

The scope comprises two primary items: upgrade of an existing VESTA version 8.5.345.545 phone system at two locations—the Madison County 911 Center in Wampsville (Site A) and NYSP Troop D Barracks in Oneida (Site B)—plus installation of a new recording system with three total units (two servers at Site A supporting 96 analog channels and 40 IP channels; one backup server at Site B supporting 8 analog channels). The solution must be on-premises, not cloud-based, and integrate quality assurance, AI transcription, advanced search, automated QA evaluation, AI-assisted redaction, workforce wellness monitoring, and training simulation across 9-1-1 telephony, administrative calls, and radio communications. The vendor must deploy without subcontractors, maintain at least three service technicians within three hours of Wampsville, staff five factory-trained technicians, possess proof of manufacturer training completion, and demonstrate at least five similar installations in New York State within the current year. The selected vendor must dedicate at least 30% of annual business to call recorders and show five recording system installations of equal size and complexity in New York State in 2025.

The contract shall be completed by June 30, 2027. All charges for packing, crating, equipment, installation, training, monitoring, and preventative maintenance are included in the lump-sum bid price, firm for 45 days from opening and FOB prepaid to destination. A 5% bid bond and 100% performance and labor-material bonds are required. Questions are due November 3, 2026 by 11:00 a.m., with final addenda posted by 2:00 p.m. on November 4. Comprehensive insurance including workers' compensation, general liability ($1 million per occurrence/$2 million aggregate), automobile liability ($1 million combined single limit), umbrella ($5 million), cyber ($1 million per claim), pollution ($2 million), professional liability ($1 million per claim), and property/installation floater coverage is mandatory. New York prevailing wage rates and OSHA 10 safety compliance apply. Madison County reserves the right to reject any and all bids and award to the lowest responsible bidder.