SUMMER YOUTH PAYROLL PROCESSING PROVIDER
| Location: | New York |
|---|---|
| Posted: | Jan 23, 2026 |
| Due: | Feb 13, 2026 |
| Agency: | City of Buffalo |
| Type of Government: | State & Local |
| Category: |
|
| Publication URL: | To access bid details, please log in. |
| Bid Title: |
SUMMER YOUTH PAYROLL PROCESSING PROVIDER
|
| Category: | City of Buffalo Bids & RFPs |
| Status: | Open |
|
Attachment Preview
CITY OF BUFFALO
NEW YORK
DEPARTMENT OF COMMUNITY SERVICES & RECREATIONAL PROGRAMMING
65 NIAGARA SQUARE, ROOM 1701 CITY HALL
BUFFALO, NY 14202
PHONE (716) 851-4001
REQUEST FOR PROPOSALS
MAYORS SUMMER YOUTH INTERNSHIP- PAYROLL PROCESSING
PROVIDER
DATE ISSUED: January 23, 2025
Questions accepted via email until January 30, 2026
Questions with Answers posted to City website: February 6, 2026
RFP SUBMISSION DATE: February 13, 2026
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SECTION 1 - OBJECTIVE
The City of Buffalo Department of Community Services and Recreational Programming is seeking
proposals from qualified payroll processors (hereinafter referred to as “Offerors”) interested and
capable of processing payroll for nearly 1,000 City of Buffalo youth participating in the City’s Summer
Youth and Winter Internship Employment Opportunity Programs. It is anticipated that this will
include administering weekly payroll from February to early April and early July to late August.
SECTION 2 - OVERVIEW
The City of Buffalo Department of Community Services and Recreational Programming is comprised
of six divisions that invest in a network of community-based organizations and programs to enrich
and complement the lives of Buffalo residents, particularly city youth and city seniors. By providing
and funding a wide range of high-quality recreation and leisure opportunities, we support youth and
seniors by meeting their social, economic and physical needs while promoting diversity, cultural,
neighborhood, family, education, recreation and wellness opportunities.
SECTION 3 – GENERAL INVITATION
The City invites all interested parties to submit proposals for the payroll processing services
described herein.
The Department of Community Services and Recreational Programming will receive all sealed
proposals that have been addressed by no later than February 13, 2026, at 11:00 am. All proposals
must be clearly labeled on front of package referencing “Summer Youth Payroll Processing”, and
delivered VIA MAIL ONLY to:
City of Buffalo
Department of Community Services and Recreational Programming
Attn: Nicole Drye-Deputy Commissioner
65 Niagara Square, Room 1701 City Hall
Buffalo, New York 14202
Offerors must allow sufficient mail delivery time to ensure receipt of their proposal at the specified
location no later than the specified date and time. It is solely the Offeror’s responsibility to ensure
the proposal is timely delivered. Offerors are highly encouraged to mail the sealed proposals
accordingly to allow for delivery on or prior to February 12, 2026. Delays in United States mail
deliveries or any other means of mail transmittal shall not excuse late proposal submissions. Offerors
are cautioned that the City cannot be responsible for the actions of your chosen mail carrier. City of
Buffalo staff is available to sign for deliveries on standard business days Monday-Friday from 8:00
AM to 4:00 PM. No in-person deliveries by Offerors will be accepted on any day for this solicitation.
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Proposals are solicited in accordance with the terms, conditions and instructions set forth in this
RFP. Submission of proposals via telephone, facsimile, e-mail or any other method not specifically
provided for herein is prohibited. Proposals must be completed in accordance with the requirements
of the solicitation. No amendments or changes to proposals will be accepted after the closing date
and time. No proposals shall be accepted after the stated deadline. The City reserves the right to
reject any or all proposals.
Any material misrepresentation made by a party may void their proposal and eliminate the party
from further consideration. Any proposal that is based upon violation of federal, state or local law,
or deemed to be non-responsive will be eliminated from consideration.
The City shall not be responsible for any expenses or charges incurred by any Offeror in preparing
or submitting a proposal, or in their providing any additional information considered necessary by
the City in the evaluation of their proposal.
We would appreciate the courtesy of promptly advising us if you do not intend to respond to this
solicitation so that we may properly maintain our records of those individuals/Offerors that
expressly did not wish to be considered.
SECTION 4 – RFP REVIEW, ADDITIONAL INFORMATION AND QUESTIONS
Each Offeror is responsible for carefully examining all RFP documents and thoroughly familiarizing
themselves with each of the City’s requirements prior to their submission of a proposal to ensure
that their responses are in compliance with the RFP.
Each Offeror is responsible for conducting its own investigations and any examinations necessary to
ascertain conditions and requirements affecting the requirements of this RFP. Failure to perform
such investigations and examinations shall not relieve the Offeror from its obligation to comply, in
every detail, with all of the provisions and requirements contained in the RFP.
For purposes of this RFP, the City’s designees shall be Nicole Drye, Deputy Commissioner-
Department of Community Services & Recreational Programming. Questions regarding the RFP
shall be directed to the City’s designee only. Any impermissible contact with any other City officer
or employee regarding the RFP during the procurement period shall result in the rejection of any
such Offeror’s proposal. Offerors shall communicate in writing only. No other communications with
the City’s designee regarding the RFP are permitted during the procurement period. All questions,
requests for clarification or additional information must be sent by email to Nicole Drye at
ndrye@buffalony.gov and must be received no later than 4:00 pm on _January 30, 2026. Offerors
shall not communicate with the City’s designees via any other method or outside of the time
period set forth herein.
Questions received from all Offerors will be answered and shared with all Offerors via the City’s
website at (www.buffalony.gov/bids) by 4:00 pm on February 6, 2026. No other representatives of
the City are to be contacted regarding this RFP. The City accepts no responsibility for, and each
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Offeror agrees not to rely upon, any verbal or written statements or representations from any other
person, whether or not employed by the City.
The City may, in its sole discretion, also elect to provide both the question(s) and the written
answer(s) to all known Offerors via e-mail. Offerors are solely responsible for ensuring that the City
has accurate contact information, including an e-mail address for the receipt of such correspondence.
The City does not assume any responsibility for undelivered e-mails or for the receipt of any
communication sent to any Offeror.
4.1 Schedule
Listed below is the anticipated schedule for all actions related to this RFP. In the event that there is
any change or deviation from this schedule, such change will be posted on the City’s website at
(www.buffalony.gov/bids).
EVENT
DATE
Issuance of RFP
Written Questions from Offerors due
Responses to Questions posted on City website
Proposals Due
January 23, 2026
January 30, 2026, by 4:00 pm
February 6, 2026, by 4:00 pm
February 13, 2026, at 11:00 am
4.2 Addenda and Modifications
The City reserves the right, in its sole discretion, to amend this RFP at any time prior to the deadline
for submission of the proposals. In the event that it becomes necessary to revise or expand upon any
part of this RFP, all addendums, amendments, and interpretations to this RFP will be made in writing
and posted on the City’s website at(https://www.buffalony.gov/Bids.aspx). The City may also endeavor
to notify all Offerors to whom the RFP has been issued.
All addendums shall be incorporated as part of the RFP documents as though they were originally
set forth. The City does not assume any responsibility for the receipt of any addendum sent to any
Offeror.
Any information supplied by the City relative to this RFP must be considered in preparing proposals.
All other contacts that an Offeror may have had before or after receipt of this RFP with any
individuals, employees, subcontractors, consultants or representatives of the City and any
information that may have been read in any news media or seen or heard in any communication
facility regarding this RFP should be disregarded in preparing responses.
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4.3 Proposal Format
Offerors are advised to adhere to the submittal requirements of the RFP. Failure to comply with the
instructions of the RFP may cause their proposal to be rejected. Submission of a sealed proposal in
response to this RFP constitutes acceptance of all requirements outlined in the RFP.
Three (3) copies of the proposal, including one (1) original and eight (2) copies, must be prepared
on 8” x 11” letter size paper, printed one-sided, and bound on the long side. One (1) USB Flash Drive
containing an Adobe Portable Document Format (PDF) version of all proposal materials must also
be provided. Each page of the submission must be numbered in a manner so that it can be uniquely
identified. Legibility, clarity and completeness are required.
The proposal must be signed by the Offeror or their authorized representative who shall have the
authority to legally bind the Offeror(s). The proposal shall also contain a statement that the proposal,
including all proposed prices contained therein, shall remain firm and irrevocable for a period of
sixty (60) days following the City’s receipt of such proposal and through the award of the contract.
In the event that an Offeror cannot comply with any term, condition, or requirement of this RFP, such
non-compliance must be clearly noted on the Offeror’s letterhead and submitted with the proposal.
Offerors are cautioned that such non-compliance may result in disqualification of their proposal, at
the sole discretion of the City. No allowance will be made for un-noted non-compliance of any kind
by the Offeror.
SECTION 5 - REQUIRED CONTENT
5.1 Cover Letter
Each Offeror or their authorized representative shall prepare and sign a cover letter. Submission of
the letter shall constitute a representation by the Offeror that it is willing and able to perform the
services described in the RFP and their proposal.
The cover letter must explain the Offeror’s understanding of the City’s intent, objectives, and how
Offeror proposes to achieve those objectives. It must also discuss the Offeror’s plan for implementing
the described services, including any proposed approach to project management, strategies, and any
additional factors that may be beneficial to the City in achieving its’ goals. The cover letter should
also state whether the Offeror has had contracts that were terminated for default within the past 5
years, and state whether the Offeror has been debarred, suspended, or otherwise excluded from or
made ineligible for participation in Federal or State assistance programs or activities.
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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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