EMERGENCY SERVICES FACILITY UTILIZATION & MASTER PLAN

ERIE COUNTY
REQUEST FOR PROPOSALS (RFP)
EMERGENCY SERVICES
FACILITY UTILIZATION & MASTER PLAN
RFP # 2026-039VF
June 1, 2026
DEPARTMENT OF ENVIRONMENT AND PLANNING
EDWARD A. RATH COUNTY OFFICE BUILDING
95 FRANKLIN STREET
BUFFALO, NEW YORK 14202
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COUNTY OF ERIE
REQUEST FOR PROPOSALS
EMERGENCY SERVICES
FACILITY UTILIZATION & MASTER PLAN
1. INTRODUCTION
Proposals are being solicited from qualified consulting firms possessing knowledge, skills,
and experience in pre-architectural planning, engineering and related services to provide a
comprehensive facility and operational analysis for the Erie County Training and Operations
Center (ECTOC) and associated emergency services campus. The ECTOC is located at 3359
Broadway in the Town of Cheektowaga.
The intent of this Study is to provide a comprehensive programming and space utilization
analysis of the ECTOC campus to evaluate the feasibility of co-locating public safety
functions, including a 24/7 E-911 and Next Generation 911 (NG911) center and potentially
including a public safety training academy facility. The study aims to balance current facility
demands with future requirements through a high-level planning lens, ensuring that the
integration of new services does not negatively impact existing operations, including
police/emergency response training classrooms, without a replacement plan.
The selected consultant (Consultant) will assess building and site conditions, capacity, and
constructability against future needs to develop a site master plan that ensures continuity of
operations. The final report will provide alternatives, including a preferred alternative, along
with cost estimates and actionable recommendations on space allocation and
infrastructure investment needs. The document will ultimately be used by decision-makers
to determine whether existing facilities can be modified and expanded or if a transition to a
new site is required to meet the County's long-term emergency services goals and mandates
in a fiscally responsible manner.
2. PROJECT BACKGROUND AND OBJECTIVES
The ECTOC provides certifications, continuing education, board meeting spaces and other
functions, including programming to meet state and federal training requirements for
professionals across Erie County involved in emergency management, fire, emergency
medical services, law enforcement, and other public safety entities. During natural disasters
or large-scale events, the entire facility is converted to an Emergency Operations Center
(EOC) hosting municipal, County, New York State, and federal agencies as required to
facilitate expedited response and recovery solutions. The ECTOC hosts a monthly average of
140 trainings and 1.25 days of EOC activations.
The current campus includes 7 separate buildings, including a 6,500 sf 1-story building used
for training space and offices, a 6,000 sf 10-bay garage building, a 6,500 sf 8-bay garage
building, a 9-story tower used for fire training, and a 5-story building used for training.
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The ECTOC is facing two constraints: outdated and insufficient facility capacity to meet
usage demand and requirements, and inadequate secure, climate-controlled storage space
for equipment and training assets. The facility footprint was last updated 25 years ago, and
as currently configured, lacks the space necessary to keep pace with contemporary needs
or to host a growing amount of required training activities for public safety agencies. Recent
growth in training requirements combined with accumulating assets (training trailers,
SCBAs, PPE, rescue equipment, ATVs, UTVs, snowmobile vehicles, and live-fire training
materials) has strained current facility capacity.
The insufficient facility capacity has resulted in a reduction in the number of training classes
per year, scheduling conflicts, reduction in mutual aid training opportunities due to inability
to host large-scale inter-agency courses, and inadequate restroom, locker room, and
kitchen space.
The lack of appropriate storage space has led to assets like trailers, equipment, and training
props being stored in areas that lack appropriate climate control and security measures.
Some equipment is stored outdoors or in mixed spaces, raising the risk of damage,
degradation, and shortened service life. These issues also complicate inventory
management and staging needs, potentially leading to delays in asset deployment, higher
lifecycle costs, potential safety and compliance issues, and slower operational response
during incidents requiring specialized equipment.
Erie County is also evaluating the addition of 24/7 hot 911 backup capabilities, NG911, and
potential of a public safety training academy facility to the site.
The primary objectives of this study are to:
- Assess existing site and building conditions, space utilization, functions and
programming, and constraints of the current ECTOC facility and campus.
- Determine future space needs based on legal mandates, current and projected usage,
user agreements, and modern best practices in emergency services facilities.
- Assess the feasibility of integrating proposed new programming, including E-911/NG911
and public safety training academy, within the existing ECTOC footprint or via building
additions without negatively impacting existing operations or space requirements.
- Develop a set of alternatives, including a preferred alternative that will guide Erie County
toward a facility/campus that accommodates the needs of emergency services, allows
for the most efficient use of existing County resources, and is economical. Alternatives
may include some mix of the following: site reconfiguration, building renovation, building
addition, construction of a new building on site, use of adjacent properties, including the
adjacent Town of Cheektowaga-owned parcel, or relocation to a new site.
3. GENERAL INFORMATION AND REQUIREMENTS
A. Firms are encouraged to include Certified Minority and Women Owned Business
Enterprises (M/WBE) in their teams in order to meet Erie County's goals of 15% MBE
and 5% WBE participation. Certified M/WBE proposers should include the Erie
County certification letter with the proposal.
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B. Pursuant to Erie County Local Law 5-1 (2023), firms are encouraged to include
Service-Disabled Veteran-Owned Businesses (SDVOBs) in their teams in order to
meet Erie County's goal of 6% SDVOB participation. Certified proposers shall include
proof of certification under the New York State Service-Disabled Veteran-Owned
Business Act.
C. Proposers MUST sign the Proposal Certification attached hereto as Exhibit "A."
Unsigned proposals will be rejected.
D. One (1) original, six (6) print copies, and one (1) PDF copy of the proposal on a
flash drive are required to be submitted by 3:00 pm on July 6, 2026. Proposals
MUST be signed. Unsigned proposals will be rejected.
E. All firms wishing to participate in this process must register electronically with
planning@erie.gov. All further information and contact from Erie County will be
sent electronically.
F. An optional tour of the facilities will take place on June 12, 2026. If firms plan on
attending the tour of facilities, they must register electronically with
planning@erie.gov and include a list of the individuals planning to attend.
G. Any requests for RFP interpretations should be made electronically by June 17, 2026
to planning@erie.gov. No requests for oral interpretations via telephone or in person
will be accepted. A single response to all questions will be made as outlined in the
schedule. No communications of any kind will be binding against the County, except
for the formal written responses to any request for clarification.
H. ERIE COUNTY RESERVES THE RIGHT TO REJECT ANY OR ALL PROPOSALS AND TO
WAIVE ANY INFORMALITIES THEREIN
I. 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.
J. 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.
K. 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.
L. 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.
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M. The County reserves the right to amend this RFP. The County reserves the right to
reject any or all of the proposals, or any part thereof, submitted in response to this
RFP, and reserves the right to waive formalities, 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. The County reserves the right to award negotiated
contracts to one or more proposers.
4. SCOPE OF WORK
A. Project Initiation
1. Project kickoff: Initial meetings with Steering Committee and facility staff and
leadership.
2. Conduct site visit(s) to become familiar with existing conditions.
B. Existing Facility Condition Assessment
1. Conduct a comprehensive operational, logistics, and space analysis of the
current facilities at the ECTOC, including
a) High level evaluation of physical plant, equipment, operating
systems and capacities, including mechanical, electrical, plumbing,
structural, HVAC, fire protection, water, sewer, and other utility
infrastructure.
1. Assess compliance with building and fire codes, regulatory
requirements, and best management practices; identify any
impediments to future building modifications that may be
necessary.
b) The Consultant will deliver a report detailing the condition of
physical and critical building systems and identifying any necessary
short- or long-term capital improvements required to maintain
existing functions.
C. Space Utilization and Needs Assessment
1. Provide an inventory of all current functions, departments, and services
operating within the existing ECTOC site and buildings.
a) Develop functional and architectural narratives describing each
functional area, responsibilities/activities, access, equipment, and
square footage.
b) Prepare adjacency diagrams or concept-level floor plans identifying
relationships between each area.
2. Identify unmet needs: determine what functions are currently restricted or
omitted due to space constraints (e.g., E-911 backup, expanded classroom
training, specialized equipment storage).
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3. Evaluate the space requirements for a primary/backup 911 Center.
4. Quantify how many training classrooms are required based on current and
projected certification demands and mandates.
5. Develop a set of facility requirements, detailing what an ideal facility for a
future ECTOC requires, including a breakdown of square footage by use.
6. Review and evaluate current usage of the site by various County, town and
city departments for consistency with core mission of the site.
7. Complete an inventory of existing user agreements.
8. Review and evaluate present practices for consistency with the core mission
of the site.
D. Site Master Plan Alternatives and Feasibility
1. The study should explore multiple development scenarios, analyzing the
ripple effect of each to ensure that solving one space problem on site does
not create another. Each scenario should include a concept site plan and
cost estimate completed by a NYS-licensed professional architect or
engineer, compliance with building codes, federal, state, and local
requirements, and best management practices.
2. The alternatives should evaluate opportunities for collaboration with
adjacent property owners, especially the Town of Cheektowaga which owns
the adjacent 39-acre parcel at 3301 Broadway. This could include mutually
beneficial shared access and ingress/egress improvements, potential
property/land swaps to optimize site configuration, or opportunities for
shared building or site infrastructure uses.
3. Alternatives could include any combination of the following:
a) Renovate existing building footprint and site to accommodate
addition of E-911/NG911 functions and any additional required
storage or other identified space requirements. This would include a
breakdown of the positives and negatives, and would specifically
address any displacement of existing training classrooms and the
cost/feasibility of relocating those classrooms.
b) On-site expansion. This may involve some mixture of building
renovation or building expansion and on-site reconfiguration to
accommodate the addition of E-911/NG911 functions and any
additional required storage or other identified space requirements.
This would include a breakdown of the positives and negatives, and
would specifically address any displacement of existing training
classrooms and the cost/feasibility of relocating those classrooms.
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c) Off-site relocation/new construction. This may require relocation of
the proposed public safety training academy facility functions at a
different site if it is found to be impractical to accommodate those at
the existing site. This option should also include recommendations
for building renovation/expansion and site reconfiguration at the
existing site required to accommodate space needs for classrooms,
storage space, and other functions.
4. Selection of Preferred Alternative
a) The Consultant is expected to work with County stakeholders to
select a preferred alternative based on cost, feasibility, and ability to
meet the needs of the ECTOC as identified in sections B and C of this
Scope of Work.
b) The final report should include an action plan to guide County officials
going forward, including a timeline, phasing, required approvals,
future RFPs, costs, and potential sources of funding.
5. SEQR
a) Based upon the selected alternative, assist the County with the SEQR
process.
b) The consultant will develop a Part 1 SEQR, short form or long form.
6. Site Assessment (alternate)
a) If the alternative selected includes acquisition of a new site, the
consultant will perform a Phase I Environmental Site Assessment that
complies with ASTM E1527-13.
E. Other Project Particulars (Tasks include but are not limited to):
1. The Consultant deliverables shall include reports and associated elements
for each of the above tasks. Individual reports will be compiled into one
report.
2. The Consultant shall prepare the preliminary documents for final review by
the Steering Committee.
3. The Consultant shall schedule a meeting(s) to ensure that all comments,
feedback, and changes are incorporated into the final documents.
4. The Consultant shall provide Engineer's Estimates of Cost at Conceptual
levels.
5. The Consultant shall provide written meeting minutes to the Steering
Committee for all meetings during the study.
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6. All payment applications made by the Consultant and any sub-consultants
must be submitted to the County in a format acceptable to the County for
reimbursement of funds.
7. The Consultant shall organize progress meetings with all involved parties
(including the Steering Committee).
8. The Consultant shall perform all work necessary to meet the project timeline
as outlined in the Project Schedule.
9. The Consultant must understand that in-person meetings with the County (as
often as monthly) in Buffalo will be required.
This Scope of Work has been prepared as a proposal guideline. It is the respondent's
responsibility to add any other Consultant services that the Consultant feels would be
necessary to complete the project.
5. BACKGROUND/EXPERTISE OF PARTICULAR VALUE:
A. Experience evaluating, planning, and designing county-level emergency services,
EOCs, public safety training facilities and E-911/NG911 facilities in New York
State.
B. Experience evaluating and recommending improvements to existing public
safety/emergency services facilities, including expertise in concept
development, cost estimating, facility capital improvement planning, and best
management practices.
C. Background in projects of a similar nature, with particular emphasis on those that
required experience with all relevant New York State and federal regulations,
including the New York State Division of Homeland Security and Emergency
Services (NYS DHSES) and training/certification space mandates.
Firms should only include project experience from staff that are currently with the firm
and included on the proposed project team for this project.
6. GENERAL PROPOSAL REQUIREMENTS:
A. Experience of Firm/Project Team
Firms, or their principals, responding to this RFP should include an organizational chart,
identifying the project manager and team members, with their titles.
B. Experience, Depth and Breadth of Personnel
The project team should have a full range of relevant emergency services, architectural,
and engineering consulting expertise. Primary personnel in each of the noted disciplines
must be identified by name and office location, with resumes included, and should
demonstrate satisfactory experience in the past 10 years and depth in each of the
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required disciplines. This should also include identifying the firm's role within any project
and the year(s) in which the work took place.
C. Approach and Methodology
Respondents to this RFP should include a brief narrative explaining their approach. The
narrative should outline the products and tasks to be provided in response to the
recommended Scope of Work outlined above.
D. Cost and Budget (separately sealed)
The Consultant contract will be a fixed price or lump sum cost contract. Therefore, all
proposals must contain a Lump Sum Cost Proposal for the scope of services delineated,
inclusive of all expenses (there will be no reimbursables). Cost proposals must also
include a completed Exhibit "B" breakdown by cost and person hours for the categories
outlined. Submit cost proposal in a separate sealed envelope along with the proposal for
services.
E. Hourly Personnel Rates
As a supplement, a schedule of billable rates for all key personnel (Principal in Charge,
Project Manager, primary personnel for each design discipline, etc.) must be included in
the proposal. Proposals must also include the ranges of billable rates for technical staff
and support personnel. Firms shall note separately the firm's Overhead & Profit rate that
is to be added to each hourly rate.
F. Schedule
The anticipated schedule for the project is:
RFP Advertisement Date June 1, 2026
*Tour of Facilities June 12, 2026
RFP Questions Due June 17, 2026
RFP Question Response Date June 23, 2026
RFP Due Date July 6, 2026
*Must be registered
7. EVALUATION, SCORING, RANKING AND SELECTION PROCESS:
Erie County may short list from the proposals and interviews may be required. The following
criteria, not necessarily listed in order of importance, will be used to review the proposals.
The County reserves the right to weigh its evaluation criteria in any manner it deems
appropriate:
*
Proposer's demonstrated capability to provide the services.
*
Evaluation of the professional qualifications, personal background and resume(s) of
individuals involved in providing services.
*
Proposer's experience to perform the proposed services.
*
Proposer's financial ability to provide the services.
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*
Evaluation of the proposer's fee submission. It should be noted that while price is not
the only consideration, it is an important one.
*
A determination that the proposer has submitted a complete and responsive
proposal as required by this RFP.
*
An evaluation of the proposer's projected approach and plans to meet the
requirements of this RFP.
*
The proposer's presentation at and the overall results of any interview conducted
with the proposer.
*
Proposers MUST sign the Proposal Certification attached hereto as Exhibit "A."
Unsigned proposals will be rejected.
*
Proposers may be required to give an oral presentation to the County to clarify or
elaborate on the written proposal.
*
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.
Scoring and ranking will include the following factors:
A. Background of Firm
Factor Points Available
Experience and performance of firm 10
Specific experience on this type of project 10
Sta(cid:431) assigned to project 10
Local presence for firm 10
M/WBE participation 10
B. Approach to project
Factor Points Available
Understanding of owner's program and intent 15
Understanding of tasks 15
Schedule 10
Consultant Project Management and Sta(cid:431)ing Plan 10
Other factors 10
TOTAL 100
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