City of Rochester - Constituent Relationship Management (CRM) Tool RFP (2026)
City of RochesterCity · Rochester, NY- Due
- Nov 6, 2026
- Deadline passed
- Posted
- Sep 28, 2026
- Primary contact
- Data Office RFP Coordinator
The 30-second brief
The City of Rochester is seeking proposals from qualified vendors for the provision and implementation of a comprehensive Constituent Relationship Management (CRM) tool. The project involves delivering a centralized, constituent-first platform to unify constituent records, integrate departmental data across units such as Environmental Services, Finance, Neighborhood and Business Development, Recreation and Human Services, 311, Police, and Fire, and modernize communication management, case management, and data-driven insights. Vendors must provide implementation services, software-as-a-service (SaaS) licensing, hosted managed services, and integration capabilities with existing platforms including Infor Public Sector, Verint Case Management, Constant Contact, ESRI ArcGIS, and LoginRadius. Proposals are due by November 6, 2026, at 5:00 PM Eastern.
Written Proposal, Cost, 30-Minute Demonstration Video, Reference Checks & Interviews
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Summary
The City of Rochester is seeking proposals from qualified vendors for the provision and implementation of a comprehensive Constituent Relationship Management (CRM) tool.
The project involves delivering a centralized, constituent-first platform to unify constituent records, integrate departmental data across units such as Environmental Services, Finance, Neighborhood and Business Development, Recreation and Human Services, 311, Police, and Fire, and modernize communication management, case management, and data-driven insights. Vendors must provide implementation services, software-as-a-service (SaaS) licensing, hosted managed services, and integration capabilities with existing platforms including Infor Public Sector, Verint Case Management, Constant Contact, ESRI ArcGIS, and LoginRadius. Proposals are due by November 6, 2026, at 5:00 PM Eastern.
EVALUATION CRITERIA
4- Written Proposal
- Cost
- 30-Minute Demonstration Video
- Reference Checks & Interviews
REQUIRED ATTACHMENTS
11- Form 1 - Requirements
- Form 2 - Implementation Services
- Form 3 - Hosted Managed Services
- Form 4 - IT Questionnaire
- Form 5 - Data Requirements
- Form 6 - Project Team
- Form 7 - Cost Proposal
- Form 8 - Vendor Information
- 30-Minute Demonstration Video link
- Workforce Staffing Plan
- MWBE Utilization Plan
- Submit to
- [email protected]
- Scope location
- Rochester, NY
Questions about this RFP
How do I respond to this RFP from City of Rochester?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is November 6, 2026. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: [email protected]. For questions, contact Data Office RFP Coordinator.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including City of Rochester 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 Data Office RFP Coordinator. Questions and answers are typically shared with all prospective bidders.
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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: "Written Proposal, Cost, 30-Minute Demonstration Video, Reference Checks & Interviews" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of Rochester?
All active and historical solicitations from City of Rochester are tracked and searchable. As a city agency, City of Rochester regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
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: Form 1 - Requirements, Form 2 - Implementation Services, Form 3 - Hosted Managed Services, Form 4 - IT Questionnaire, Form 5 - Data Requirements, Form 6 - Project Team, Form 7 - Cost Proposal, Form 8. Review the full document from City of Rochester for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Rochester, NY. Review the full solicitation for detailed scope requirements.