RFB 2026-34 Upgrade the Existing 911 Phone System and Installation of a New Recording System for Madison County

Madison County is seeking bid proposals from qualified vendors to furnish, install, configure, test, train, and support a comprehensive NG911-compliant call handling solution. The upgrade to the existing telephone system and new recording system is funded through the SFY2025 Next Generation 911 (NG911) grant – Project Number NG25-1054-E00 (25E07).

The Madison County Emergency Communications Center (MCECC) serves as the Primary Public Safety Answering Point (PSAP) for Madison County, New York, providing critical emergency communications services to residents, visitors, public safety agencies, and partner jurisdictions throughout the county.

The County is also seeking bid proposals from qualified vendors to provide installation of a new communications platform capable of supporting public safety communications operations, including 9-1-1 call handling environments, emergency communications centers, dispatch operations, and related public safety functions.

Item 1: Upgrading the Existing Telephone System

The current telephone system is VESTA version8.5.345.545 Phone System. Telephone Upgrade will include two sites with equipment and installation:

• Site A – Madison County 911 Center, Public Safety Building, 138 North Court Street, Bldg. 7, Wampsville NY 13163
• Site B – NYSP Troop D Barracks, 263 Genesee Street, Oneida NY 13421
• **All equipment must be on premises and not cloud-based.**
• The pricing is to include any training needed to operate the system
• Monitoring, Preventative Maintenance, Audio Visual Service
• 1 laptop must be included
• SITE VISIT TO BOTH LOCATIONS IS HIGHLY RECOMMENDED

The bidder must provide a detailed list showing the items needed for the upgrade of the telephone system and must include the installation fee.

Item 2: Installation of a New Recording System

The solution shall support the recording and analysis of telephone calls and radio communications and provide capabilities that enhance operational awareness, workforce effectiveness, quality assurance, personnel wellness, training, incident reconstruction, records management, and public records response workflow.

The system is to include three total units. Two of the servers will be located at the "A" or Wampsville location and one will be located at the "B" or back-up Oneida site.

The "A" location will have two recorders with the following functionality:

• 96 channels of analog recording capability
• 40 Internet Protocol (IP) channels capability (to be loaded on the server with the Motorola VESTA Call-handling positions)
• Dual Hot-swappable Drives with a minimum @ 4TB storage
• A back-up archive drive DVD
• Dual Hot-swappable power supplies
• An approved integration package to the county's Motorola/Spillman CAD system
• Integration with RapidSOS wireless 9-1-1 caller location display
• The ability to record screen images for ten 9-1-1 call-taker positions

The "B" location will have one recorder with the following functionality:

• 8 channels of analog recording capability
• Dual Hot-swappable Drives with a minimum @ 4TB storage
• A back-up archive drive DVD
• Dual Hot-swappable power supplies

Installation is to be performed in a professional, workmanlike manner using industry-best practices.

The bidder must provide a detailed list showing the items needed for the installation of a new recording system and must include the installation fee.

**Submission method:** Original bids must be submitted in sealed envelopes to the Purchasing Office, Second Floor, Madison County Office Building, 138 N. Court Street, Wampsville, New York 13163 by **11:00 a.m. on Thursday, November 12, 2026**. Faxed bids are unacceptable. NO LATE BIDS are accepted for any reason.

Bidders must use the proposal form(s). Separate bid envelopes must be submitted for each bid reference.

**Bid security:** A bid security in the form of a bid bond, certified check, bank cashier/teller/treasurer’s check payable to Madison County, or cash in the amount of **5% of the bid** must accompany each bid. A performance bond and labor & materials bond shall be submitted by the successful bidder simultaneously with the delivery of the executed contract. The amount of said bond to be **100% of the bid**.

Prevailing Wage Rates are necessary for this bid. The Prevailing Wage Schedule will be found as Attachment 3.

The bids for the purchase of the above item(s) will be awarded by the Purchasing Office to the lowest responsible bidder pursuant to GML §103.

The contract shall be completed by **June 30, 2027**.

The contractor agrees to obtain and maintain general liability insurance [...] with minimum limits of One Million Dollars ($1,000,000) each occurrence and Two Million Dollars ($2,000,000) annual aggregate.

Questions relating to bid requirements, specifications, drawings, etc. must be submitted in writing to the Purchasing Office no later than 7 calendar days prior to the bid opening.