- Title
- CASE MANAGEMENT AND PUBLIC INFORMATION & EDUCATION SERVICES FOR OLDER ADULTS
- Bid Type
- RFP
- Pdf Text
- ERIE COUNTY
REQUEST FOR PROPOSAL (RFP) FOR CASE
MANAGEMENT AND PUBLIC INFORMATION &
EDUCATION SERVICES FOR OLDER ADULTS
RFP # 2026-049VF
9/22/2026
Commissioner Randall Hoak
Erie County Department for the Aging
EDWARD A. RATH COUNTY OFFICE BUILDING
95 FRANKLIN STREET
BUFFALO, NY 14202
REQUEST FOR PROPOSALS (“RFP”)
RFP# 2026-049VF
FOR CASE MANAGEMENT SERVICES AND PUBLIC INFORMATION & EDUCATION FOR OLDER
ADULTS
I. INTRODUCTION
The County is seeking proposals from qualified agencies to provide Case Management Services and Public
Information & Education, or a combination of both, to older adults residing in Erie County, for the Erie County
Department for the Aging (Department).
It is the Mission of the Department to promote the well-being of all older adults in Erie County, through coordinated and
cost-effective services which enhance their independence, dignity, and quality of life.
The Department is seeking agencies capable of delivering high-quality, person-centered Case Management Services that
identify unmet needs, coordinate community resources, advocate on behalf of older adults, and monitor service delivery
in accordance with the requirements of the New York State Office for the Aging (NYSOFA), the Expanded In-Home
Services for the Elderly Program (EISEP), the Older Americans Act (OAA),the Americans with Disabilities Act (ADA),
Department policies, and other applicable federal, state, and county regulations. The Department also seeks qualified
community-based non-profit agencies to provide Public Information & Educational Services on behalf of the Department
that increase awareness of the department and its programs, services, benefits, and healthy aging resources available to
older adults, caregivers, and families residing in Erie County.
The purpose of this initiative is to strengthen and enhance service delivery and capacity of the Department’s Case
Management and Public Information & Education systems, as well as expand its services to populations and geographic
locations that have been historically hard to serve and/or are in the most socio and economic need as described in
“Attachment D”.
Service areas do not need to be limited to contiguous geographic areas. Proposals may identify a demographic focus or
other targeted population as the basis for service delivery, and special consideration may be given to such proposals.
The Department intends to award one or more contracts to proposer(s) who seek to provide, each, or a combination of,
Case Management and Public Information & Education services. Contracts will be awarded to qualified agencies
demonstrating the organizational capacity, staffing, experience, fiscal stability, and programmatic expertise necessary to
administer these services.
In circumstances where services are focused on a specific high-need, hard to serve, or demographically specific
population, the Department may consider altering the activities and expectations listed under “Scope of Professional
Services”, in order to address the needs and complexity of the populations proposed to be served.
The anticipated contract period shall be February 1st, 2027, through March 31st, 2030, with renewal options at the sole
discretion of the County, subject to funding availability, agency performance, and all required County approvals.
IV. PROPOSALS
Agencies interested in providing services for the Department are invited to respond to this request.
It is the County’s intent to select the Proposer(s) that provides the most thorough, efficient, and cost-effective solution to
meet the County’s needs.
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.
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
protected by New York State and Federal laws.
V. PROPOSAL PROCEDURES
A. ANTICIPATED SCHEDULE OF PROPOSAL
The following schedule is for information purposes only. The County reserves the right to amend this schedule at
any time.
Issue RFP: 9/22/26
Non-Mandatory RFP Informational meeting: 10/1/2026, 2:00-3:30 pm EST via Webex
MEETING INFO:
Join from the meeting link:
Join by meeting number:
Meeting number (access code): 2480 028 2615
Meeting password: JJmBtzeW639
Join from a mobile device or phone:
1-716-858-2250 or 1-415-655-0003
Proposals Due: 10/20/2026
Selection Made: November 2026
Contract Signed: Following all necessary County approvals
Any questions or requests for clarification of this RFP must be written and submitted to Melissa.Dentice@erie.gov and
Jaclyn.Strawbrich@erie.gov on 10/2/2026, no later than 2:00 p.m. EST. Formal written responses will be distributed by
the County on approximately 10/7/2026, and will be made available at:
https://www3.erie.gov/purchasing/requests-proposals-construction-bids
https://erie.webex.com/erie/j.php?MTID=m50ec20a4f8406c66a1dd635fd2735af4
B. GENERAL REQUIREMENTS
Each proposal should be prepared simply and economically avoiding the use of elaborate promotional materials beyond
what is sufficient to provide a complete, accurate, and reliable presentation. One (1) electronic copy of the service
proposal and one (1) electronic copy of the proposed budget shall be submitted. Proposals MUST be signed, including
“Schedule A”. Unsigned proposals will be rejected. No cost or budget information shall be provided within the
service proposal. Proposals should be limited to ten (10) pages.
• Proof of adequate insurance as shown in “Schedule B” must be provided with the proposal.
• Electronic proposals must be submitted to Melissa.Dentice@erie.gov and Jaclyn.Strawbrich@erie.gov
All proposals must be electronically submitted to the e-mail address above on or before 10/20/2026 by 4:00 pm EST.
Proposals received after this date and time will not be considered. The County is under no obligation to return proposals.
• No communications of any kind will be binding against the County, except for the formal written responses to any
request for clarification.
• 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.
• 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, proposals from any Proposer that has failed to
satisfactorily perform pursuant to any prior agreement with the County, may be rejected. Any proposer who has had
a Departmental contract terminated for performance is required to provide evidence of significant improvement in
each of the identified problem areas. The Department reserves the right to complete further assessments, including
on-site assessment to determine satisfactory improvement.
• Certified Minority Business Enterprise/Women's Business Enterprise (MBE/WBE) Proposers should include the Erie
County certification letter with the proposal.
• If Proposer is a Veteran Owned Business, Proposer should include letter indicating company is 51% or more
Veteran-owned.
• Service-Disabled Veteran Owned Business (SDVOB) or “State-Certified Business” proposers should include the
New York State certification letter with the proposal.
• By submitting this proposal, the proposer understands and agrees there must be compliance with federal, state, and
local laws regarding privacy practices and safeguards. Therefore, the proposal must include the proposer’s
privacy practices and procedures, i.e., client confidentiality policy. The proposer’s practices and procedures
must thoroughly address possible breach situations.
VII. PROPOSAL SUBMISSION
Proposals must be submitted by the date and time specified in the procurement timeline.
Submission must adhere to the following requirements:
• One (1) electronic copy of the service proposal and one (1) electronic copy of the budget proposal shall
be submitted to Melissa.dentice@erie.gov and Jaclyn.strawbrich@erie.gov
i. All service proposals must be electronically submitted by e-mail and clearly labeled with the
agency’s name, due date of the RFP, and the service proposal name “Case Management Services
RFP #2026-049VF”, “Public Information & Education Services RFP #2026-049VF”, OR
“Case Management and Public Information & Education Services RFP #2026-049VF”
ii. All agencies submitting a service proposal must also include a budget proposal and narrative in
a SEPARATE e-mail clearly labeled with the agency’s name, due date of the RFP, the service
proposal name and subject labeled “Budget Proposal RFP #2026-049VF”. The budget proposal
must be completed using “Attachment E” workbook posted under “Additional Files” of the
RFP: https://www3.erie.gov/purchasing/requests-proposals-construction-bids
• All Proposals must be signed, including “Schedule A”. An unsigned proposal will not be accepted
• All Proposals must provide insurance information referred to in “Schedule B”
• All Proposers must submit their agency’s privacy practices and procedures, i.e., client confidentiality
policy; HIPPA policy, which must thoroughly address possible breach situations
• All Proposers must provide a copy of their current W-9
• Proposals should be of sufficient length to fully address the requirements of the RFP, to a maximum of
10 pages. This does not include the required budget proposal (Attachment E) and narrative, Schedule
A, Schedule B, privacy practices, current W-9, or any additional supplemental documents including but
not limited to, organizational charts, resumes, or financial stability documentation
VI. SCOPE OF PROFESSIONAL SERVICES
The Department is seeking proposals for each of the following service options. Agencies may submit a proposal for
Option 1, Option 2, or a combination of both.
OPTION 1 – CASE MANAGEMENT
Agencies awarded under this option shall provide comprehensive Case Management Services which include, but are not
limited to, the following activities and expectations:
Case Management Services and Expectations:
• Conduct assessment and reassessments of eligible clients*
• Person-Centered care planning aligned with client wishes and values
• Service arrangement and coordination
• Responsible for having an assigned caseload**
• Documentation in Department specific software application
• Ongoing follow-up and monitoring with clients
• Develop goal-oriented care plans
• Referrals to both county funded and non-county funded services
• Internal service monitoring
• Participate in mandatory trainings and certificate programs, including continuing education
* Eligible clients typically are aged 60 or older, have a functional impairment in Activities of Daily Living (ADLs) and/or
Instrumental ADLs, have limited support to fulfill an unmet need, and are unable to access assistance from any other
program such as Medicare or Medicaid. This is not an exhaustive list of criteria, and each potential client will be
screened for appropriate eligibility.
**The Department anticipates an average caseload of approximately 100 active clients per Full-Time Case Manager;
50 clients per Senior Case Manager or Part-time Case Manager; and up to 25 clients for a Project
Coordinator/Manager if applicable; however, agencies may propose an alternative staffing model if they demonstrate
their ability to meet all required performance standards.
OPTION 2 – PUBLIC INFORMATION & EDUCATION
Agencies awarded under this option shall provide Public Information & Education Services which include, but are not
limited to, the following activities and Expectations:
• Develop an annual Public Information & Education work plan for approval by the Department
• Plan and conduct educational presentations, workshops, and outreach events throughout Erie County
• Work with the Department to track, report, and measure outcomes of work performed
• Coordinate programming with senior centers, libraries, municipalities, faith-based organizations, housing sites,
healthcare providers, and community organizations
• Recruit and coordinate qualified presenters and subject matter experts
• Develop, update, and distribute educational materials in print and electronic formats
• Promote educational activities through print media, social media, local media outlets, community partners, and
other communication channels
• Staff outreach tables at community events as requested by the Department
• Coordinate event registration and participant follow-up
• Collect participant feedback and evaluation data
• Ensure all programs are ADA accessible and provide language access services when appropriate
• Plan a door-door/direct household outreach/info approach in communities/neighborhoods with limited home
internet
VII. PROGRAM REQUIREMENTS
All Proposals for any service must meet, provide, and/or demonstrate the following:
• Organizational and supervisory structure
• Organizational experience with serving older adults
• Proposed staffing model including supervisory hierarchy
• Provide examples and measurements of successful service delivery
• Qualifications and experience of proposed staff
• Proposed number and type of staff assigned to successfully deliver services
• Quality assurance processes
• Ability to maintain required documentation and records, including documentation in Department specific software
application as appropriate
• Ability to meet reporting requirements
• Ability to collect program evaluation data and prepare required reports
• Ability to provide/use technology needed for remote use in client homes
Requirements specifically for Case Management Services:
• Experience serving older adults, individuals with disabilities, or other vulnerable populations
• Experience providing case management, care coordination, or similar human services
• Approach to managing a client caseload
• Ability to conduct home-based assessments
• Ability to develop individualized service plans
Requirements specifically for Public Information & Education Services:
• Qualifications and experience of presenters and/or outreach staff
• Experience planning and conducting community education and outreach activities
• Outlined approach to include door-to-door and direct household outreach in communities and neighborhoods with
limited access to or use of home internet, if applicable
• Demonstrate ability to reach older adults who may be underserved, isolated, or less likely to access information
through traditional methods
• Experience developing educational materials and presentations
• Event planning and coordination process
Performance Standards
Case Management Service measurements may include:
• Number of unduplicated clients served
• Units of service provided
• Timeliness of assessments
• Timeliness of reassessments
• Compliance with monitoring standards
• Behavioral health screenings and referrals
• Consumer satisfaction and evaluation results
• Compliance with all Department policies and procedures and all NYS Codes, Rules, and Regulations for EISEP
Case Management (“Attachment C”)
Public Information & Education measurements may include:
• Number of educational events conducted
• Participant attendance
• Geographic and/or demographic coverage throughout Erie County
• Quality of marketing and educational materials not obtained from the Department (Content and materials must be
approved by the Department prior to use)
• Community partnerships established
• Participant satisfaction and evaluation results
• Timeliness and completeness of required reports
• Compliance with all Department and NYSOFA requirements
IV. Staffing Requirements
• Each proposer shall have qualified staff sufficient to meet contract expectations as defined in this RFP
• Staff identified as Case Managers, Senior Case Managers, Project Coordinators/Managers (if applicable), must
possess a valid NYS Driver’s License or proof of reliable transportation to meet service delivery expectations
• Please refer to “Attachment C” for specific Case Management personnel qualifications
VII. Quality Assurance Requirements
Case Management Services:
• Maintain complete and accurate records in Department specific software application
• Participate in County monitoring reviews
• Complete internal Case Record Reviews for accuracy
• Comply with “Attachment C” requirements, including all Case Management Monitoring Requirements, as well as
all applicable county and Department policies and procedures
• Maintain at least 90% compliance with Department monitoring standards
Public Information & Education Services:
• Coordinate with the Department regarding event content, materials, branding, accessibility, and logistics
• Ensure that materials give due recognition to local, state, and federal funding in accordance with applicable
NYSOFA requirements
• Make reasonable efforts to ensure events and materials are accessible to individuals with disabilities and
responsive to the language, cultural, and informational needs of the populations being served
• Utilize multiple outreach methods, including direct outreach, community partnerships, printed materials, telephone
outreach, and digital methods as appropriate
• Track the number of individuals attending each event and, when appropriate, collect basic demographic and
participation information
• Document the type of information provided, topics covered, presenters, and community partners involved
• Develop and administer a brief participant evaluation or other feedback mechanism following events
• Submit periodic reports to the Department documenting activities, attendance, outreach efforts, outcomes,
challenges, and corrective actions
• Participate in Department monitoring activities and provide documentation upon request
• Maintain records sufficient to demonstrate compliance with the approved work plan and contract requirements
• Identify opportunities to improve outreach, participation, accessibility, and the effectiveness of Public Information
and Education activities
• Implement corrective actions when performance does not meet established goals or contractual requirements
VII. BUDGET PROPOSAL AND NARRATIVE
1. Budget
Each proposer must submit their proposed budget in Attachment E workbook.
3. Budget Narrative
Each proposer’s budget must be accompanied by a detailed narrative which justifies expenses listed in Attachment E
budget proposal.
2. Required Match
All agencies submitting a full proposal, if selected, shall contribute a minimum local match equal to 10% of the funding
awarded. The match may consist of allowable cash or in-kind contributions as permitted by applicable funding
requirements. The County will cover 90% of the total awarded program budget.
IX. STATEMENT OF RIGHTS
UNDERSTANDINGS
Please take notice, by submission of a proposal to this Request for Proposals, the proposer agrees to and understands:
• That any proposal, attachments, additional information, etc. submitted pursuant to this Request for Proposals
constitute merely a suggestion to negotiate with the County of Erie and is not a bid under Section 103 of the New
York State General Municipal Law;
• Submission of a proposal, attachments, and additional information shall not entitle the proposer to enter into an
agreement with the County of Erie for the required services;
• By submitting a proposal, the Proposer agrees and understands that the County of Erie is not obligated to respond
to the proposal, nor is it legally bound in any manner whatsoever by submission of same;
• That any and all counter-proposals, negotiations or any communications received by a proposing entity, its
officers, employees or agents from the County, its elected officials, officers, employees or agents, shall not be
binding against the County of Erie, its elected officials, officers, employees or agents unless and until a formal
written agreement for the services sought by this Request for Proposal is duly executed by the both parties and
approved by the Erie County Legislature, the Erie County Fiscal Stability Authority, and the Office of the Erie
County Attorney.
In addition to the foregoing, by submitting a proposal, the Proposer also understands and agrees that the County of Erie
reserves the right, and may at its sole discretion exercise, the following rights and options with respect to this Request for
Proposals:
• To reject any or all proposals;
• To issue amendments to this Request for Proposals;
• To issue additional solicitations for proposals;
• To waive any irregularities in proposals received after notification to proposers affected;
• To select any proposal as the basis for the negotiations of a contract, and to negotiate with one or more of the
proposers for amendments or other modifications to their proposals;
• To conduct investigations with respect to the qualifications of each Proposer;
• To exercise its discretion and apply its judgment with respect to any aspect of this Request for Proposals, the
evaluation of proposals, and the negotiations and award of any contract;
• To enter into an agreement for only portions (or not to enter into an agreement for any) of the services
contemplated by the proposals with one or more Proposers;
• To select the proposal that best satisfies the interests of the County and not necessarily on the basis of price or any
other single factor;
• To interview the Proposer(s);
• To request or obtain additional information the County deems necessary to determine the ability of the Proposer;
• To modify dates;
• All proposals prepared in response to this Request for Proposals are at the sole expense of the Proposer, and with
the express understanding that there will be no claim, whatsoever, for reimbursement from the County for the
expenses of preparation or submission of any proposal;
• While this is a RFP and not a bid, the County reserves the right to apply the case law under General Municipal
Law § 103 regarding bidder responsibility in determining whether a Proposer is a responsible vendor for the
purpose of this Request for Proposals process;
• The County is not responsible for any internal or external delivery delays which may cause any proposal to arrive
beyond the stated deadline. To be considered, proposals MUST arrive at the place specified herein and be time
stamped prior to the deadline.
X. EVALUATION
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, references, experience and resume(s) of individuals
involved in providing services;
• Evaluation of the Proposer’s work plan and project management outline;
• Experience and usage of current technological devices, digital platforms, social media, virtual programming, and other
technology-based tools;
• Proposer’s organizational experience to perform the proposed services;
• Evaluation of Proposer’s detailed approach to meet the needs of the Department;
• Evaluation of the Proposer’s budget proposal and it’s cost effectiveness. (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 Request for
Proposals;
• Proposer MUST sign the Proposal Certificate attached hereto as Schedule “A”. Unsigned proposals will be rejected;
• Proposer may be required to give an oral presentation to the County to clarify or elaborate on written proposal;
• The Proposer’s presentation at and the overall results of any interview conducted with the Proposer;
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.
XI. CONTRACT
After selection of the successful Proposer, a formal written contract will be prepared by the County of Erie and
will not be binding until signed by both parties, and, if necessary, approved by the Erie County Legislature, the Erie
County Fiscal Stability Authority and the Office of the County Attorney. NO RIGHTS SHALL ACCRUE TO ANY
PROPOSER BY THE FACT THAT A PROPOSAL HAS BEEN SELECTED BY THE COUNTY FOR SUBMISSION
TO THE ERIE COUNTY LEGISLATURE AND/OR THE ERIE COUNTY FISCAL STABILITY AUTHORITY FOR
APPROVAL. THE APPROVAL OF SAID LEGISLATURE AND/OR AUTHORITY MAY BE NECESSARY BEFORE
A VALID AND BINDING CONTRACT MAY BE EXECUTED BY THE COUNTY.
The term of the contract shall be for the period of one (1) year, commencing once final contract is signed. [The
County in its sole discretion may extend the agreement up to one (1) year beyond its initial time frame to allow proposer
meet terms of contract].
XII. INDEMNIFICATION AND INSURANCE
The Proposer accepts and agrees that the language in substantially the following form will be included in the
contract between the Prosper and the County:
“In addition to, and not in limitation of the insurance requirements contained herein the Consultant agrees:
(a) That except for the amount, if any, of damage contributed to, caused by or resulting from the
negligence of the County, the Consultant shall indemnify and hold harmless the County, its officers,
employees and agents from and against any and all liability, damage, claims, demands, costs,
judgments, fees, attorney’s fees or loss arising directly or indirectly out of the acts or omissions
hereunder by the Consultant or third parties under the direction or control of the Consultant; and
(b) To provide defense for and defend, at its sole expense, any and all claims, demands or causes of action
directly or indirectly arising out of this Agreement and to bear all other costs and expenses related
thereto.
Upon execution of any contract between the Proposer and the County, the Proposer will be required to provide
proof of the insurance coverage described in Schedule “B”.
Insurance coverage in amount and form shall not be deemed acceptable until approved by the County Attorney.
INTELLECTUAL PROPERTY RIGHTS
The Proposer accepts and agrees that language in substantially the following form will be included in the contract
between the Proposer and the County:
“All deliverables created under this Agreement by the Consultant are to be considered ‘works made for hire’. If
any of the deliverables do not qualify as ‘works made for hire’, the Consultant hereby assigns to the County all
rights, title and interest (including ownership of copyright) in such deliverables and such assignment allows the
County to obtain in its name copyrights, registrations and similar protections which may be available. The
Consultant agrees to assist the County, if required, in perfecting these rights. The Consultant shall provide the
County with at least one copy of each deliverable.
The Consultant agrees to indemnify and hold harmless the County for all damages, liabilities, losses and expenses
arising out of any claim that a deliverable infringes upon an intellectual property right of a third party. If such a
claim is made, or appears likely to be made, the Consultant agrees to enable the County’s continued use of the
deliverable, or to modify or replace it. If the County determines that none of these alternatives it reasonably
available, the deliverable will be returned.
All records compiled by the Consultant in completing the work described in this Agreement, including but not
limited to written reports, source codes, studies, drawings, blueprints, negatives of photographs, computer
printouts, graphs, charts, plans, specifications and all other similar data, shall become and remain the property of
the County. The Consultant may retain copies of such records for its own use.”
NON-COLLUSION
The Proposer, by signing the proposal, does hereby warrant and represent that any ensuing agreement has not been
solicited, secured or prepared directly or indirectly, in a manner contrary to the laws of the State of New York and the
County of Erie, and that said laws have not been violated and shall not be violated as they relate to the procurement of the
performance of the agreement by any conduct, including the paying or the giving of any fee, commission, compensation,
gift, gratuity or consideration of any kind, directly or indirectly, to any County employee, officer or official.
CONFLICT OF INTEREST
All Proposers must disclose with their proposals the name of any officer, director or agent who is also an
employee of the County of Erie. Further, all Proposers must disclose the name of any County employee who owns,
directly or indirectly, an interest of ten percent or more in the firm or any of its subsidiaries or affiliates.
There shall be no conflicts in existence during the term of any contract with the County. The existence of a
conflict shall be grounds for termination of a contract.
COMPLIANCE WITH LAWS
By submitting a proposal, the Proposer represents and warrants that it is familiar with all federal, state and local
laws and regulations and will conform to said laws and regulations. The preparation of proposals, selection of Proposers
and the award of the contracts are subject to provisions of all Federal, State and County laws, rules and regulations.
CONTENTS OF PROPOSALS
The New York State Freedom of Information Law as set forth in Public Officers Law, Article 6, Sections 84 et
seq., mandates public access to government records. However, proposals submitted in response to this RFP may contain
technical, financial background or other data, public disclosure of which could cause substantial injury to the Proposer’s
competitive position or constitute a trade secret. Proposers who have a good faith belief that information submitted in
their proposals is protected from disclosure under the New York State Freedom of Information Law shall:
a) Insert the following notice on the front page of its proposals:
“NOTICE: The data on pages ___ of this proposal identified by an asterisk (*) contains technical or
financial information constituting trade secrets or information the disclosure of which would result in
substantial injury to the proposer’s competitive position.
The proposer requests that such information be used only for the evaluation of the proposal, but
understands that any disclosure will be limited to the extent that the County considers proper under the
law. If the County enters into an agreement with this proposer, the County shall have the right to use or
disclose such information as provided in the agreement, unless otherwise obligated by law.”
and
Clearly identify the pages of the proposals containing such information by typing in bold face on the top of each page
“THE PROPOSER BELIEVES THAT THIS INFORMATION IS PROTECTED FROM DISCLOSURE UNDER
THE STATE FREEDOM OF INFORMATION LAW.”
The County assumes no liability for disclosure of information so identified, provided that the county has made a
good faith legal determination that the information is not protected from disclosure under applicable law or where
disclosure is required to comply with an order or judgment of a court of competent jurisdiction.
The contents of the proposal which is accepted by the County, except portions “Protected from Disclosure”, may
become part of any agreement resulting from this RFP.
EFFECTIVE PERIOD OF PROPOSALS
All proposals must state the period for which the proposal shall remain in effect (i.e. how much time does the
County have to accept or reject the proposal under terms proposed). Such period shall not be less than 180 days from
proposal date.
SCHEDULE “A”
PROPOSER CERTIFICATION
The undersigned agrees and understands that this proposal and all attachments, additional information, etc.
submitted herewith constitute merely an offer to negotiate with the County of Erie and is NOT A BID. Submission of this
proposal, attachments and additional information shall not obligate or entitle the proposing entity to enter into a service
agreement with the County of Erie for the required services. The undersigned agrees and understands that the County of
Erie is not obligated to respond to this proposal nor is it legally bound in any manner whatsoever by the submission of
same. Further, the undersigned agrees and understands that any and all proposals and negotiations shall not be binding or
valid against the County of Erie, its directors, officers, employees or agents unless an agreement is signed by a duly
authorized officer of the County of Erie and, if necessary, approved by the Erie County Legislature and Erie County
Fiscal Stability Authority and the Office of the County Attorney.
It is understood and agreed that the County of Erie reserves the right to reject consideration of any and all
proposals including, but not limited to, proposals which are conditional or incomplete. It is further understood and agreed
that the County of Erie reserves all rights specified in the Request for Proposals,
It is represented and warranted by those submitting this proposal that except as disclosed in the proposal, no
officer or employee of the County of Erie is directly or indirectly a party to or in any other manner interested in this
proposal or any subsequent service agreement that may be entered into.
_________________________________
Proposer Name
By: ______________________________
Name and Title
SCHEDULE B
COUNTY OF ERIE
STANDARD INSURANCE REQUIREMENTS
CLASSIFICATION G:
GENERAL PURPOSE OR
PUBLIC ENTITY CONTRACT
Vendor Insurance Classification G: General Purpose Contracts or Public Entity Services For
Cities, Villages and Towns, including but not limited to,Snow Removal,
Food & Transportation for the Elderly, Criminal Justice, Youth Delinquency, and
Transportation of Handicapped Persons
1. The contractor/municipality shall obtain, at its own cost and expense, the f ollowing insurance coverages with insurance
companies licensed in the State of New York and shall provide a certificate of insurance as evidence of such coverages on the
County of Erie Standard Insurance Certif icate Form.
A. Commercial General Liability - with a minimum combined single limit of liability for Bodily Injury and Property Damage of
$1,000,000 per occurrence and $2,000,000 general aggregate and $2,000,000 Products – Completed Operation
Aggregate. The coverage shall include:
• Premises and Operations
• Products and Completed Operations
• Independent Contractors
• Contractual Liability (suf f icient to cover all liability assumed under contracts with the County of Erie)
B. Automobile Liability - with a minimum combined single limit of liability f or Bodily Injury and Property Damage of
$1,000,000 each occurrence. The coverage shall include Owned, Hired, and Non-Owned Autos (Symbol "1" should be
designated f or Liability coverage on the Business Auto Policy).
C. Excess "Umbrella" Liability - with a minimum limit of $1,000,000 each occurrence / $1,000,000 aggregate.
D. Worker's Compensation and Employer's Liability - providing statutory coverage in compliance with the Worker's
Compensation Law of the State of New York (Forms C-105.2; SI-12; GSI-105.2; or U-26.3).
E. Disability Benefits - providing statutory coverage in compliance with the New York State Disability Benef its Law (Forms
DB-120.1 or DB-155).
Failure to maintain coverage herein shall constitute a material breach of this contract and the Contractor shall suspend all
work immediately upon such lapse in coverage.
2. Commercial General Liability, Automobile Liability and Excess "Umbrella" Liability shall name the County of Erie and any
Board, Bureau, Commission or Agency thereof as additional insureds on ISO Form CG 2010 1185 Edition. Coverage should be
provided on a primary and non-contributory bases. Waiver of Subrogation is required on all lines in f avor of Erie County.
3. All policies in which the County of Erie is named as an additional insured shall provide that:
A. The insurance company or companies issuing the policies shall have no recourse against the County of Erie for payment
of any premiums or f or assessments under any f orm of policy.
B. The insurance shall apply separately to each insured (except with respect to the limit of the liability).
4. Prior to cancellation, non-renewal or material change of the above policies, at least forty-five (45) days advance written notice
shall be given to the County of Erie, Department of Law, 95 Franklin Street, Room 1634, Buf f alo, N.Y. 14202, and the Agency
requesting the certif icate.
5. All certif icates of insurance shall be approved by the Erie County Department of Law prior to the inception of any work.
6. The “ACCORD” f orm certificate may be used in place of the Erie County Standard Insurance Certificate, provided that all of the
requirements set forth in the instructions f or the Erie County Standard Insurance Certificate are incorporated into the “ACCORD”
f orm certif icate.
REV. 9/12
Edition Date: 11/16/2023 Page 1 of 1
INSTRUCTIONS FOR COUNTY OF ERIE STANDARD INSURANCE CERTIFICATE
I. Insurance shall be procured and certificates delivered before commencement of work or delivery of merchandise or equipment.
II. CERTIFICATES OF INSURANCE
A. Shall be made to the "County of Erie, 95 Franklin St, Buffalo NY, 14202"
B. Coverage must comply with all specifications of the contract.
C. Must be executed by an insurance company, agency or broker, which is licensed by the NYS Department of Financial Services.
If executed by a broker, notarized copy of authorization to bind or certify coverage must be attached.
III. Forward the completed certificate to: County of Erie, (Department or Division) responsible for entering into the agreement
for construction, purchase, lease or service.
IV. Minimum coverage with limits are as follows:
Vendor
Classification
A
Construction
and
Maintenance
B
Purchase or Lease
of Merchandise or
Equipment
C
Professional
Services
D
Property Leased
To Others Or Use
Of Facilities
Or Grounds
E
Concession-
aires
Services
F
Livery
Services
G
All Purposes
Public
Entity Contracts
Commercial Gen. Liab. $1,000,000 per occ. $1,000,000 CSL $1,000,000 CSL $1,000,000 $1,000,000 CSL $1,000,000 $1,000,000 CSL
General Aggregate $2,000,000 $2,000,000 $2,000,000 $2,000,000 $2,000,000 $2,000,000 $2,000,000
Products Completed
Operations Liability $2,000,000 $2,000,000 $2,000,000 $2,000,000 $2,000,000 $2,000,000 $2,000,000
Blanket Broad Form
Contractual Liability INCLUDE
Contractual Liability INCLUDE INCLUDE INCLUDE INCLUDE INCLUDE INCLUDE
Broad Form P.D. INCLUDE
X.C.U. (explosion, collapse,
Underground) INCLUDE
Liquor Law INCLUDE INCLUDE
Auto Liab. $1,000,000 CSL $1,000,000 CSL $1,000,000 CSL $1,000,000 CSL $1,000,000 CSL $1,000,000 CSL
Owned INCLUDE INCLUDE INCLUDE INCLUDE INCLUDE INCLUDE
Hired INCLUDE INCLUDE INCLUDE INCLUDE INCLUDE INCLUDE
Non-Owned INCLUDE INCLUDE INCLUDE INCLUDE INCLUDE INCLUDE
Excess/Umbrella Liab. $5,000,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000 $5,000,000 $1,000,000
Worker's Compensation STATUTORY STATUTORY STATUTORY STATUTORY STATUTORY STATUTORY STATUTORY
& Employer's Liability
Disability Benefits STATUTORY STATUTORY STATUTORY STATUTORY STATUTORY STATUTORY STATUTORY
Professional Liability $5
- Page Type
- rfps
- Bid Number
- RFP-purchasing-sites-www3.erie.gov.purchasing-files-2026-09-cm-and-pub-info-ed-rfp-2026-049v-0
- Department
- DEPARTMENT OF AGING
- Opening Date
- Tuesday, October 20, 2026
- Pdf Enriched
- Yes
DEPARTMENT OF AGINGIssuing agency·Buffalo, NY·via the Erie County NY Purchasing Department