Genesee County Integrated County Clerk’s Records Management System RFP 2026-110
Genesee CountyCounty · Batavia, NY- Due
- Oct 30, 2026
- 2 days left
- Posted
- Sep 30, 2026
- Primary contact
- Donna Longhini
- (585) 344-2550 ext 2217
The 30-second brief
Genesee County is seeking proposals for an integrated County Clerk database solution and records management system under solicitation 2026-110. The system shall include cashiering with pass-through indexing and accounting, cross-reference indexing, security profile search restrictions, verified and unverified information search with offsite search and billing, unlimited imaging and scanning, in-house tagging and back-scanning, and partial or entire document redaction. Additional required capabilities encompass reporting and interfaces for New York State departments including Taxation and Finance, Real Property Services, Department of State, Office of Court Administration, State Archives, and State Police, alongside a sheriff pistol permit program, map cross-reference indexing with plotter enhancement, passport application transmittal, IRS liens and billing, and remote access for town and city governmental units. Proposals are due by October 30, 2026.
Cashiering with appropriate pass-through indexing and accounting, Cross reference indexing, Ability to restrict specific searches to specific security profiles, Ability to search verified and/or unverified information with offsite search and billing capabilities, Unlimited scanning (imaging), In-house tagging and back-scanning, Redaction capabilities for partial or entire documents, Reports and/or interface that shall meet the requirements of the County Clerk, Pistol permit program with offsite search and report functions, Map cross reference indexing with plotter enhancement functionality, Passport application transmittal, Internal Revenue Service liens and billing, Availability of remote access and transmission to town and/or city governmental units
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Summary
Genesee County is seeking proposals for an integrated County Clerk database solution and records management system under solicitation 2026-110.
The system shall include cashiering with pass-through indexing and accounting, cross-reference indexing, security profile search restrictions, verified and unverified information search with offsite search and billing, unlimited imaging and scanning, in-house tagging and back-scanning, and partial or entire document redaction. Additional required capabilities encompass reporting and interfaces for New York State departments including Taxation and Finance, Real Property Services, Department of State, Office of Court Administration, State Archives, and State Police, alongside a sheriff pistol permit program, map cross-reference indexing with plotter enhancement, passport application transmittal, IRS liens and billing, and remote access for town and city governmental units. Proposals are due by October 30, 2026.
REQUIRED DELIVERABLES
Cashiering with appropriate pass-through indexing and accounting, Cross reference indexing, Ability to restrict specific searches to specific security profiles, Ability to search verified and/or unverified information with offsite search and billing capabilities, Unlimited scanning (imaging), In-house tagging and back-scanning, Redaction capabilities for partial or entire documents, Reports and/or interface that shall meet the requirements of the County Clerk, Pistol permit program with offsite search and report functions, Map cross reference indexing with plotter enhancement functionality, Passport application transmittal, Internal Revenue Service liens and billing, Availability of remote access and transmission to town and/or city governmental units
- Submit to
- 15 Main Street, 3rd Floor, Batavia, New York, 14020
- Scope location
- Batavia, New York
Questions about this RFP
How do I respond to this RFP from Genesee County?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is October 30, 2026. The solicitation specifies required deliverables that must be addressed in your response. Submissions should be delivered to: 15 Main Street, 3rd Floor, Batavia, New York, 14020. For questions, contact Donna Longhini.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Genesee 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 Donna Longhini at (585) 344-2550 ext 2217. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Cashiering with appropriate pass-through indexing and accounting, Cross reference indexing, Ability to restrict specific searches to specific security profiles, Ability to search verified and/or unverified information with offsite search and billing capabilities, Unlimited scanning (imaging), In-hou. Proposals should clearly address how each deliverable will be met.
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Where can I find more RFPs from Genesee County?
All active and historical solicitations from Genesee County are tracked and searchable. As a county agency, Genesee County regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
Is this solicitation still open for submissions?
Based on the posted deadline of October 30, 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. Review the full document from Genesee 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: Batavia, New York. Review the full solicitation for detailed scope requirements.