NOTICE IS HEREBY GIVEN

that the County of Ontario will receive Proposals for the Multi-Municipal e-Contract Management System (R24023). Such proposals must be filed with the Ontario County Purchasing Director, 20 Ontario Street, Canandaigua, New York 14424, on or before 4:00 PM prevailing time January, 26, 2024.

All questions pertaining to this RFP shall be forwarded in writing to the Director of Purchasing at the address shown above.

Ontario County reserves the right to reject any or all proposals.

Jenifer R. Langer

Purchasing Director

Ontario County Purchasing

Project Background and Purpose:

Ontario County is seeking proposals for consultant services needed for the preparation and coordinated development of a paperless on-line (cloud based) electronic contract system to serve multiple municipal entities within Ontario County (hereinafter the “Multi-Municipal e-Contract Management System”). Ontario County has implemented and operated an e-Contract Management System provided by Catalog and Commerce Solutions, LLC d/b/a Discover eGov, known as MyContrack since 2019. The County now desires to extend that system for use by Town, Village, and City governments and their subsidiaries (such as water and sewer districts) throughout Ontario County.

The preparation of the Multi-Municipal e-Contract Management System in year one is funded through a New York State Department of State Local Government Efficiency (LGE) grant and the implementation in year two is part of Ontario County’s Shared Services Plan (as authorized by the NYS County-Wide Shared Services Initiative). The goal of this project is to reduce the cost of municipal operations and modernize the delivery of local services through sharing cloud-based services and related data that allows for standardized contract language, insurance requirements, formats, and documentation, managed contract review and approval processes, online digital contract execution and storage of all contract information in a searchable online database. Ontario County, the participating municipalities, and New York State Department of State expect this project to serve as a model of successful shared services and government efficiency that could be used by peers across New York State.

The terms of the LGE grant require Minority and Women Owned Business (MWBE) be provided equal opportunity to participate in government contracts per Article 15A of the Executive Law of the State of New York. More specifically, the MWBE requirement for this project is 30% with the following goals: 15% Minority Business Enterprise (MBE) and 15% Women-owned Business Enterprise (WBE). The successful consultant shall be required to furnish reports showing the participation of various business enterprises of subcontractors and suppliers per the terms of the LGE grant and contract, a copy of which may be reviewed as Attachment “A” to this request for proposals (RFP) .