ONBASE PROGRAM DEVELOPMENT

Location:	New York
Posted:	Feb 4, 2025
Due:	Mar 4, 2025
Agency:	Erie County
Type of Government:	State & Local
Category:	U - Education and Training Services
Publication URL:	To access bid details, please log in.

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ERIE COUNTY

REQUEST FOR PROPOSAL (RFP)

TO PROVIDE

ONBASE PROGRAM DEVELOPMENT

RFP # 2025-013VF

Erie County Department of Social Services

EDWARD A. RATH COUNTY OFFICE BUILDING

95 FRANKLIN STREET

BUFFALO, NEW YORK 14202

COUNTY OF ERIE, NEW YORK

REQUEST FOR PROPOSALS (“RFP”) # 2025-013VF

TO PROVIDE ONBASE PROGRAM DEVELOPMENT

Contents

I. INTRODUCTION ............................................................................................................................................................................. 3

II.

FUNDING AND BUDGET ........................................................................................................................................................ 3

III. PROPOSAL TIMEFRAMES .................................................................................................................................................... 4

IV. GENERAL REQUIREMENTS ................................................................................................................................................. 5

SCOPE OF PROFESSIONAL SERVICES REQUIRED ..................................................................................................... 7

INTRODUCTION ............................................................................................................................................................................. 7

HISTORY AND CONTEXT ............................................................................................................................................................ 7

SCOPE OF WORK ......................................................................................................................................................................... 7

GENERAL REQUIREMENTS: ...................................................................................................................................................... 7

COMPENSATION ........................................................................................................................................................................... 7

VENDOR EXPERIENCE AND QUALIFICATIONS .................................................................................................................... 7

VI. STATEMENT OF RIGHTS ...................................................................................................................................................... 8

UNDERSTANDINGS .......................................................................................................................................................................... 8

EVALUATION ...................................................................................................................................................................................... 9

EVALUATION PROCESS..................................................................................................................................................................9

CONTRACT ......................................................................................................................................................................................... 9

INDEMNIFICATION AND INSURANCE ........................................................................................................................................ 10

INTELLECTUAL PROPERTY RIGHTS ......................................................................................................................................... 10

NON-COLLUSION ............................................................................................................................................................................ 11

CONFLICT OF INTEREST .............................................................................................................................................................. 11

COMPLIANCE WITH LAWS ........................................................................................................................................................... 11

CONTENTS OF PROPOSAL .......................................................................................................................................................... 11

EFFECTIVE PERIOD OF PROPOSALS ....................................................................................................................................... 12

ERIE COUNTY EQUAL PAY CERTIFICATION ............................................................................................................................... 13

GUIDELINES FOR STANDARD INSURANCE PROVISIONS REQUIRED................................................................................. 14

PROPOSAL REQUIREMENTS .......................................................................................................................................................... 15

RFP APPENDIX A: Proposal to Provide Service ............................................................................................................................. 16

SCHEDULE A ........................................................................................................................................................................................ 19

RFP APPENDIX B: Fiscal .................................................................................................................................................................... 20

RFP APPENDIX C: Supplemental Information ................................................................................................................................. 22

I. INTRODUCTION

The County of Erie, New York (the “County”) is currently seeking proposals from qualified software

developer service providers (“Proposer”) interested in providing OnBase Program Development for Erie

County Department of Social Services (ECDSS). Proposers interested in providing this service are invited

to respond to this request.

In responding to this RFP, Proposers must follow the prescribed format as outlined. By so doing, each

Proposer will be providing the ECDSS comparable data, and thus, be assured fair and objective treatment

in the ECDSS review and evaluation process. It is the ECDSS’ intent to select the Proposer that provides

the best solution for the ECDSS’ needs.

The County reserves the right to amend this RFP, reject any or all of the proposals, or any part thereof,

submitted in response to this RFP, and reserves the right to waive any irregularities or informalities, 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, and to award negotiated contracts to one or more Proposers.

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.

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.

II. FUNDING AND BUDGET

A total of $200,000 is potentially available for the requested OnBase Program Development for 2026.

The award is subject to annual contract renewal, contingent upon the Proposer’s successful performance

of project objectives and the continued need and desire for such services as articulated by Erie County

DSS. Initial award and renewals are subject to the inclusion of funding in the County Executive

Recommended Budget and as adopted by the Erie County Legislature, as well as contingent upon

availability of New York State funds appropriated for this purpose. All contract appropriations are subject to

Legislative approval.

Future awards will be dependent on available funds and subject to the demonstrated fiscal and

programmatic stability of the applicant agency, as well as their meeting all of the Erie County Department

of Social Services requirements. More than one provider may be selected for funding for 2026.

III. PROPOSAL TIMEFRAMES

The following schedule is for informational purposes only. The County reserves the right to amend this

schedule at any time.

Issue RFP:

February 4, 2025

RFP Informational Meeting:

February 20, 2025, at 10:00 a.m. via Webex

Join from the meeting link

https://erie.webex.com/erie/j.php?MTID=m2d3afa4f5bd9ee9bfd242048b4d0a58b

Join by meeting number

Meeting number (access code): 2489 058 9517

Meeting password: JCk4phsRc35

Tap to join from a mobile device (attendees only)

+1716-858-2250,,24890589517## United States Toll (Buffalo)

+1-415-655-0003,,24890589517## United States Toll

Join by phone

+1 716-858-2250 United States Toll (Buffalo)

+1-415-655-0003 United States Toll

Global call-in numbers

Join from a video system or application

Dial 24890589517@webex.com

You can also dial 173.243.2.68 and enter your meeting number.

by contacting:

Carrie.Godfrey@erie.gov by February 18, 2025.

Proposals Due:

March 4, 2025, by 4:00 p.m.

Selection Made by:

October 2025

Contract Signed:

Following all necessary County approvals.

IV. GENERAL REQUIREMENTS

1. Each proposal shall be prepared simply and economically, avoiding the use of elaborate promotional

materials beyond what is sufficient to provide a complete, accurate and reliable presentation.

2. Your proposal must be comprised of 3 sections:

Appendix A

• Proposal to Provide Service

• Signed Schedule A

• For agencies not currently contracted with ECDSS to provide the requested service:

References and data from similar work

Appendix B

• Signed Fiscal Form

• Budget Forms

Appendix C

• Most recent Audit report prepared by an independent CPA

• Most recent Management Letter

• Listing of Officers and Board of Directors

Failure to follow the prescribed format for responses may result in disqualification.

3. Proposals MUST be signed using the attached Schedule A: Proposer Certification. Unsigned

proposals will be rejected.

4. Submission of the proposals shall be uploaded as three separate documents (Appendix A, B and C) to:

OnBase Unity Form. You will receive an email confirming if it has been submitted.

If unable to upload the proposal, a printed submission may be submitted to: Erie County Department of

Social Services, Attn: Carrie Godfrey, 95 Franklin Street Room 804, Buffalo, NY 14202.

5. All proposals must be submitted on or before March 4, 2025, at 4:00 p.m. Regardless of cause,

proposals received after the above date and time will not be considered. Requests for extension will

not be granted. The County is under no obligation to return proposals.

6. Requests for clarification of this RFP must be written and submitted to Carrie Godfrey at the above

address, or at Carrie.Godfrey@erie.gov no later than 4:00 pm on February 18, 2025. A list of questions

and answers will be posted on the County website by February 21, 2025, if applicable. No

communication of any kind will be binding against the county, except for the formal written responses to

any request for clarification.

7. 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.

8. 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.

9. Information on the Standard Insurance Provisions required by agencies selected as a contractor for this

service is included in this RFP. This document is for informational purposes only and is not to be

submitted by the Proposer for the purposes of this RFP.

10. All potential contract-holders with Erie County shall agree to comply with Executive Order 13 (2014),

and the Agency shall make such records available, upon request, to the County’s Division of Equal

Employment Opportunity for review. (A copy of Executive Order 13 is available here: Executive Order

13). All contract holders will be required to sign the Erie County Equal Pay Certification (attached). The

County shall have the right, upon reasonable notice and at reasonable times, to inspect the books and

records of the Agency, its offices and facilities, for the purpose of verifying information supplied in the

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Department	Title	Submission Deadline	Additional files
SOCIAL SERVICES	ONBASE PROGRAM DEVELOPMENT	Tuesday, March 4, 2025	2025-013vf-onbase-program-development-appendix-a.docx , 2025-013vf-onbase-program-development-appendix-b.docx

ONBASE PROGRAM DEVELOPMENT

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