Buffalo & Erie County Public Library - Telecommunication Services - RFP 26-5024 (2026)
Erie CountyCounty · Buffalo, NY- Due
- Nov 13, 2026
- 6 days left
- Posted
- Oct 30, 2026
- Contract term
- 1 year
- Primary contact
- James Mitaritonna
- (716) 858-6095
The 30-second brief
The Buffalo & Erie County Public Library seeks proposals for Telecommunication Connectivity Services to provide local and long-distance voice service, delivered as Voice over IP (VoIP), to 36 Library locations in Erie County, NY. The scope encompasses approximately 100 lines (ranging from one to five per location), hardware, IP telephones, one-time installation and set-up fees, number porting, dedicated data line and circuit set-up fees, and recurring monthly service costs. The contractor will provide a virtual PBX SaaS product hosted in a public cloud, ensuring encryption, security, maintenance, support, and business continuity/disaster recovery. Proposals are due by November 13, 2026, at 12:00 PM, with questions due by November 6, 2026. Evaluation criteria include cost, vendor qualifications, demonstrated ability, and implementation plan.
Hardware / IP Telephones, One-time installation & Set-up Fees, Number Porting / Migration Fees, Dedicated Data Line / Circuit Set-up Fees, Monthly Voice Service per Line, Monthly Dedicated Data Line / Circuit Charges, Any Additional Recurring Fees
Cost (50), Vendor Qualifications (15), Demonstrated Ability (15), Implementation (20)
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Summary
The Buffalo & Erie County Public Library seeks proposals for Telecommunication Connectivity Services to provide local and long-distance voice service, delivered as Voice over IP (VoIP), to 36 Library locations in Erie County, NY. The scope encompasses approximately 100 lines (ranging from one to five per location), hardware, IP telephones, one-time installation and set-up fees, number porting, dedicated data line and circuit set-up fees, and recurring monthly service costs.
The contractor will provide a virtual PBX SaaS product hosted in a public cloud, ensuring encryption, security, maintenance, support, and business continuity/disaster recovery. Proposals are due by November 13, 2026, at 12:00 PM, with questions due by November 6, 2026. Evaluation criteria include cost, vendor qualifications, demonstrated ability, and implementation plan.
EVALUATION CRITERIA
REQUIRED DELIVERABLES
7- Hardware / IP Telephones
- One-time installation & Set-up Fees
- Number Porting / Migration Fees
- Dedicated Data Line / Circuit Set-up Fees
- Monthly Voice Service per Line
- Monthly Dedicated Data Line / Circuit Charges
- Any Additional Recurring Fees
REQUIRED ATTACHMENTS
5- Cost proposal
- Company size and staff description
- Annual report or corporate organizational chart
- Statement and description of service offering and technical design
- Proof of insurance
- Submit to
- [email protected] and [email protected]
- Duration
- 72 months
- Scope location
- Buffalo, NY
- Reported agency
- Buffalo & Erie County Public Library
Questions about this RFP
How do I respond to this RFP from Erie County?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is November 13, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: [email protected] and [email protected]. For questions, contact James Mitaritonna.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Erie County in NY, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is James Mitaritonna at (716) 858-6095. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Hardware / IP Telephones, One-time installation & Set-up Fees, Number Porting / Migration Fees, Dedicated Data Line / Circuit Set-up Fees, Monthly Voice Service per Line, Monthly Dedicated Data Line / Circuit Charges, Any Additional Recurring Fees. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Cost (50), Vendor Qualifications (15), Demonstrated Ability (15), Implementation (20)" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Erie County?
All active and historical solicitations from Erie County are tracked and searchable. As a county agency, Erie County regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 1 year. Contract terms may include renewal options.
Is this solicitation still open for submissions?
Based on the posted deadline of November 13, 2026, this solicitation appears to still be accepting submissions. Deadlines may change through amendments or addenda, so always verify the current status directly with the issuing agency before preparing your response.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: cost proposal, company size and staff description, annual report or corporate organizational chart, statement and description of service offering and technical design, proof of insurance. Review the full document from Erie County for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Buffalo, NY. Review the full solicitation for detailed scope requirements.