City of Buffalo Crisis Management System

Agency:	City of Buffalo
State:	New York
Type of Government:	State & Local
NAICS Category:	541511 - Custom Computer Programming Services 541512 - Computer Systems Design Services 541611 - Administrative Management and General Management Consulting Services
Posted Date:	Dec 5, 2023
Due Date:	Dec 22, 2023
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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CITY OF BUFFALO

NEW YORK

DEPARTMENT OF FIRE

68 COURT STREET

BUFFALO, NY 14202

PHONE (716) 851-5333

REQUEST FOR PROPOSALS

City of Buffalo Crisis Management System

FOR THE

BUFFALO FIRE DEPARTMENT

DATE ISSUED: December 5, 2023

Question submission deadline: December 12, 2023

VIA EMAIL TO: wrenaldo@bfdny.org

Questions Posted to City Website: December 15 2023

PROPOSAL SUBMISSION DATE: December 22, 2023

SECTION 1 – INTRODUCTION

The City of Buffalo Fire Department is requesting proposals from qualified, independent

consultants to assist in developing and implementing the City of Buffalo Crisis Management

System.

The City of Buffalo recognizes the extreme dangers present when the safety of our citizens requires

first responders to evacuate and secure a building. In an effort to prepare for responding to

unintended disasters, criminal acts, and acts of terrorism, the City is implementing the Crisis

Management System to create a citywide first responder building mapping information system that

will provide all first responders with the information they need to be successful when disaster

strikes. The system will be used for hazards identified in the City’s All Hazard Plan. See the All

Hazard Plan Annex for an extensive list.

SECTION 2 - INSTRUCTIONS TO OFFERORS

2.1 General Invitation

The City invites all interested parties to submit proposals for the services described herein.

The Buffalo Fire Department will receive all sealed proposals by no later than December 22, 2023,

at 11:00 am. All proposals must be clearly labeled on front of package referencing “REQUEST

FOR PROPOSALS AND CRISIS MANAGEMENT SYSTEM FOR THE DEPARTMENT OF

FIRE”, and delivered VIA MAIL to:

City of Buffalo

William Renaldo, Commissioner of Fire

Buffalo Fire Department

68 Court Street

Buffalo, New York 14202

OFFERORS ASSUME ALL RISKS FOR THE TIMELY AND PROPER DELIVERY OF

SUBMITTED PROPOSALS.

The received time of proposals will be determined by the clock at the above noted locations. NO

CONSIDERATION WILL BE GIVEN TO PROPOSALS RECEIVED AFTER THE STATED

DATE AND TIME.

Offerors must allow sufficient mail delivery time to ensure receipt of their proposal at the specified

location no later than the specified date and time. It is solely the Offeror’s responsibility to ensure

the proposal is timely delivered. Offerors are highly encouraged to mail the sealed proposals

accordingly to allow for delivery on or prior to Friday, December 22, 2023. Delays in United States

mail deliveries or any other means of mail transmittal shall not excuse late proposal submissions.

Offerors are cautioned that the City cannot be responsible for the actions of your chosen mail

carrier. City of Buffalo staff is available to sign for deliveries on standard business days Monday-

Friday from 8:00 AM to 4:00 PM.

Proposals are solicited in accordance with the terms, conditions and instructions set forth in this

RFP. Submission of proposals any other method not specifically provided for herein is prohibited.

Proposals must be completed in accordance with the requirements of the solicitation. No

amendments or changes to proposals will be accepted after the closing date and time. No proposals

shall be accepted after the stated deadline. The City reserves the right to reject any or all proposals.

Any material misrepresentation made by a party may void their proposal and eliminate the party

from further consideration. Any proposal that is based upon violation of federal, state or local law,

or deemed to be non-responsive will be eliminated from consideration.

The City shall not be responsible for any expenses or charges incurred by any Offeror in preparing

or submitting a proposal, or in their providing any additional information considered necessary by

the City in the evaluation of their proposal.

We would appreciate the courtesy of promptly advising us if you do not intend to respond to this

solicitation so that we may properly maintain our records of those individuals/Offerors that

expressly did not wish to be considered.

2.2 Schedule

Listed below is the anticipated schedule for all actions related to this RFP. In the event that there

is any change or deviation from this schedule, such change will be posted on the City’s website at

(www.city-buffalo.com).

EVENT

Issuance of RFP

Written Questions from Offerors due

Responses to Questions posted on City website

Proposals Due

Qualified & Eligible Offerors Selected

DATE

December 5, 2023

December 12, 2023 by 4:00 pm

December 15, 2023 by 5:00 pm

December 22, 2023 by 11:00 am

TBD

2.4 RFP Review, Additional Information and Questions

Each Offeror is responsible for carefully examining all RFP documents and thoroughly

familiarizing themselves with each of the City’s requirements prior to their submission of a

proposal to ensure that their responses are in compliance with this RFP.

Each Offeror is responsible for conducting its own investigations and any examinations necessary

to ascertain conditions and requirements affecting the requirements of this RFP. Failure to perform

such investigations and examinations shall not relieve the Offeror from its obligation to comply, in

every detail, with all of the provisions and requirements contained in this RFP.

Questions regarding this RFP shall be directed to the City’s designee only. Any impermissible

contact with any other City officer or employee regarding this RFP during the procurement period

shall result in the rejection of any such Offeror’s proposal. Offerors shall communicate in writing

only. No other communications with the City’s designee regarding this RFP is permitted during the

procurement period.

For purposes of this RFP, the City’s designee shall be William Renaldo. Questions regarding the

RFP shall be directed to the City’s designee only. Any impermissible contact with any other City

officer or employee regarding the RFP during the procurement period shall result in the rejection

of any such Offeror’s proposal. All questions, requests for clarification or additional information

must be sent by email to William Renaldo at wrenaldo@bfdny.org and must be received no later

than 4:00 pm on December 12, 2023. Offerors shall not communicate with the City’s designee

via any other method or outside of the time period set forth herein.

Questions received from all Offerors will be answered and shared via the City’s website at

(https://www.buffalony.gov/Bids.aspx) by 5:00 pm on December 15, 2023. The City accepts no

responsibility for, and each Offeror agrees not to rely upon, any verbal or written statements or

representations from any other person, whether or not employed by the City.

The City may, in its sole discretion, also elect to provide both the question(s) and the written

answer(s) to all known potential Offerors via e-mail. Offerors are solely responsible for ensuring

that the City has accurate contact information, including an e-mail address for the receipt of such

correspondence. The City does not assume any responsibility for undelivered e-mails or for the

receipt of any communication sent to any Offeror.

2.5 Addenda and Modifications

The City reserves the right, in its sole discretion, to amend this RFP at any time prior to the deadline

for submission of the proposals. In the event that it becomes necessary to revise or expand upon

any part of this RFP, all addenda, amendments, and interpretations to this RFP will be made in

writing and posted on the City’s website at (www.city-buffalo.com). The City may also endeavor

to notify all Offerors to whom this RFP has been forwarded by the City.

All addenda shall be incorporated as part of this RFP documents as though they were originally set

forth herein. The City does not assume any responsibility for the receipt of any addenda sent to any

Offeror.

Any information supplied by the City relative to this RFP must be considered in preparing

proposals. All other contacts that an Offeror may have had before or after the City’s issuance of

this RFP with any individuals, employees, subcontractors, consultants or representatives of the City

and any information that may have been read in any news media or seen or heard in any

communication regarding this RFP should be disregarded in preparing proposals.

2.6 Proposal Format

Offerors are advised to adhere to the submission requirements of this RFP. Failure to comply with

the instructions of this RFP may cause their proposal to be rejected. Submission of a sealed

proposal in response to this RFP constitutes acceptance of all requirements outlined in this RFP.

One (1) original, must be prepared on 8” x 11” letter size paper, printed single sided and/or double-

sided, and bound on the long side and one (1) CD-ROM or portable flash drive containing a PDF

version of all proposal materials must also be provided. Each page of the submission must be

numbered in a manner so that it can be uniquely identified. Legibility, clarity and completeness

are required.

The proposal must be signed by each individual Offeror or their authorized representative who shall

have the authority to legally bind the Offeror.

In the event that an Offeror cannot comply with any term, condition, or requirement of this RFP,

such non-compliance must be clearly noted on the Offeror’s letterhead and submitted with the

proposal. Offerors are cautioned that such non-compliance may result in disqualification of their

proposal, at the sole discretion of the City. No allowance will be made for un-noted, non-

compliance of any kind by the Offeror.

SECTION 3 - REQUIRED CONTENT

3.1 Cover Letter

Each Offeror or their authorized representative shall prepare and sign a cover letter. Submission

of the letter shall constitute a representation by the Offeror that it is willing and able to perform

the services described in this RFP and their proposal.

3.2 Company Profile

Each Offeror is required to prepare and submit a brief description of the Offeror’s company

which must include the following information:

1. Name, mailing address, email address, telephone number and fax number of the primary contact

person for the Offeror;

Bid Title:	City of Buffalo Crisis Management System
Category:	City of Buffalo Bids & RFPs
Status:	Open

City of Buffalo Crisis Management System

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