ELECTRONIC LOGGING, INMATE LOCATION, INVENTORY AND ASSET MANAGEMENT SYSTEM FOR THE ERIE COUNTY CORRECTIONAL FACILITY AND ERIE COUNTY HOLDING CENTER
| Location: | New York |
|---|---|
| Posted: | Dec 1, 2025 |
| Due: | Feb 6, 2026 |
| Agency: | Erie County |
| Type of Government: | State & Local |
| Category: |
|
| Publication URL: | To access bid details, please log in. |
| Department | Title | Submission Deadline | Additional files |
| SHERIFFS | ELECTRONIC LOGGING, INMATE LOCATION, INVENTORY AND ASSET MANAGEMENT SYSTEM FOR THE ERIE COUNTY CORRECTIONAL FACILITY AND ERIE COUNTY HOLDING CENTER | Friday, February 6, 2026 |
rfp-announcement.doc
, official-newspapers-for-2025.pdf |
Attachment Preview
ERIE COUNTY SHERIFF'S OFFICE
REQUEST FOR PROPOSALS (RFP)
Electronic Logging, Inmate Location, Inventory and Asset Management
System for the Erie County Correctional Facility and Erie County Holding
Center
RFP #2025- 049VF
Due Date: February 06, 2026
Issued by:
Erie County Sheriff’s Office
Jail Management Division
40 Delaware Avenue
Buffalo, New York 14202
INTRODUCTION
The Erie County Sheriff’s Office (ECSO) is soliciting proposals from qualified vendors to
provide equipment, supplies, and software to establish and maintain an electronic
system for:
• Real-time logging of day-to-day activities, special watches, emergencies,
inspections, out-of-cell time, program participation, etc.
• Tracking inmate location and movement
• Managing and tracking inventory, equipment, supplies, and assets
• Documenting and routing requests, repair orders, grievances, incident reports,
and case management
The project will encompass the following ECSO-managed facilities:
• Erie County Holding Center (ECHC)
• Erie County Correctional Facility (ECCF)
• Secure detention area at Erie County Medical Center (ECMC)
• ECSO Transportation Unit
This Request for Proposals (RFP) outlines ECSO’s requirements for the project. Any item
not specifically mentioned but necessary for the delivery and operation of the proposed
system must be included in the proposal. Specifications are provided in sufficient detail
to secure proposals for comparable services.
PROJECT BACKGROUND AND OBJECTIVES
The Erie County Sheriff’s Office (ECSO) currently operates two separate detention
facilities:
• Erie County Holding Center (ECHC)
40 Delaware Avenue, Buffalo, NY 14202
A 7-story high-rise, maximum-security facility built in 1937, with a maximum
capacity of 638 inmates.
• Erie County Correctional Facility (ECCF)
11581 Walden Avenue, Alden, NY 14004
A 2-story, medium-security facility with a campus layout, built in 1985, with a
maximum capacity of 746 inmates.
In addition to these facilities, the Erie County Sheriff’s Office also operates:
• A secure detention area within the Erie County Medical Center (ECMC) at 462
Grider Street, Buffalo, NY 14215
• A Transportation Unit responsible for inmate movement between facilities and
external appointments
Project Objective
The primary objective of this project is to transition from a paper-based recordkeeping
system to a Radio Frequency Identification (RFID)-based electronic system. This
system will enhance operational efficiency, improve accountability, and ensure real-time
tracking and documentation across all ECSO-managed facilities.
GENERAL INFORMATION AND REQUIREMENTS
Project Schedule
Milestone
Date
RFP Release
December 01, 2025
RFP Questions Due
December 31, 2025
RFP Question Response Date January 16, 2026
RFP Submission Deadline
February 6, 2026
Vendor Qualifications and Proposal Requirements
• Vendors must submit a company profile that includes:
• Description of services
• Length of time in business
• Professional accomplishments and experience
• A list of references
• Vendors must demonstrate a minimum of five (5) years of
experience providing similar services to correctional facilities of equal or greater
size and complexity.
• Vendors must provide current contact information for at least three (3)
references from correctional facilities of similar size and scope that currently use
the proposed products and services.
• Vendors must demonstrate a commitment to continuous research and
development, including a plan for technological upgrades and equipment
replacement at least every two years throughout the contract term.
Diversity and Inclusion Goals
• Proposers are encouraged to include Certified Minority and Women-Owned
Business Enterprises (M/WBE) to meet Erie County’s goals of:
• 15% Minority-Owned Business Enterprise (MBE)
• 5% Women-Owned Business Enterprise (WBE)
Certified M/WBE proposers should include their Erie County certification
letter with the proposal.
• In accordance with Erie County Local Law 5-1 (2023), proposers are also
encouraged to include Service-Disabled Veteran-Owned Businesses
(SDVOBs) to meet the County’s goal of 6% SDVOB participation. Proof of
certification under the New York State Service-Disabled Veteran-Owned
Business Act must be included.
Proposal Submission Instructions
• Submit one (1) original, three (3) printed copies, and one (1) PDF copy on a USB
flash drive by 3:00 PM on February 06, 2026.
• Final sealed proposals must be delivered to:
Erie County Sheriff’s Office
ATTN: Superintendent
40 Delaware Avenue
Buffalo, NY 14202
• All future communications from Erie County will be sent electronically.
Questions and Clarifications
• All questions or requests for interpretation must be
submitted electronically by 3:00 PM on December 31, 2025 to:
???? jeffrey.hartman@erie.gov
• No oral interpretations via phone or in-person will be accepted.
• A single written response to all questions will be issued by January 16, 2026.
Additional Terms
• This RFP does not commit the County to pay any costs incurred in the
preparation of a proposal or to contract with any firm.
• Proposers may be required to give an oral presentation to clarify or elaborate on
their written proposal.
• No proposal will be accepted from, nor any agreement awarded to, a proposer
who:
• Is in arrears on any debt or obligation to the County
• Has failed to satisfactorily perform under any prior agreement with the
County
• The County will only contract with firms that do not discriminate based on race,
creed, color, national origin, sex, age, disability, marital status, sexual orientation,
citizenship status, or any other status protected by law.
• The County reserves the right to:
• Amend or cancel this RFP
• Reject any or all proposals
• Waive formalities
• Request additional information
• Award contracts to one or more proposers
SCOPE OF WORK
4.1 General Requirements
The selected vendor shall:
• Provide all necessary hardware, equipment, supplies, and software to establish an
RFID-based system for:
• Inmate and inventory tracking
• Paperless logging of activities, incidents, events, and processes
• Incident, Disciplinary, Grievance, and Use of Force reporting and tracking
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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