CITY OF BUFFALO
DEPARTMENT OF ADMINISTRATION, FINANCE & URBAN AFFAIRS
DIVISION OF PURCHASE
65 NIAGARA SQUARE, ROOM 1901 CITY HALL
BUFFALO, NY 14202
PHONE (716) 851-5222 FAX (716) 851-5231
REQUEST FOR PROPOSALS
City of Buffalo Printing and Mailing of Tax Bills, User Fee
Bills, Exemptions Forms and Foreclosure Notices
(Tax Enforcement Notification Letter and Petition & Notice of Foreclosure Letter)
DATE ISSUED: February 24, 2020
Question submission deadline: March 2, 2020 by 4:00pm
VIA EMAIL TO firstname.lastname@example.org
Answers posted to City of Buffalo website (www.buffalony.gov): March 6, 2020
PRE-PROPOSAL CONFERENCE: March 13, 2020 at 11:00am
AT THE DIVISION OF PURCHASE
65 NIAGARA SQUARE, ROOM 1901
PROPOSAL SUBMISSION DATE: March 27, 2020 at 11:00am
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The City of Buffalo (the City), through its Department of Assessment & Taxation (DAT), needs
to provide taxpayers with the opportunity to timely pay all taxes and fees assessed on their
properties, and an opportunity to apply for any tax exemptions allowed in New York State. In
addition, the City through its Department of Public Works, Parks & Streets-User Fee (DPW),
needs to provide taxpayers with the opportunity to timely pay all user fees assessed on their
properties. The City seeks to meet these objectives through the most efficient means possible; as
such the City seeks a vendor to provide the printing and electronic certified-mailing of all forms
required in this process. The intent is to find a vendor who will produce work for hire on a timely
This Request for Proposals (RFP) also includes a request for ideas on the handling of
undeliverable/returned mail. Offerors are not required to submit a response to that section,
however the submission of a response will add value to your proposal.
2. INSTRUCTIONS TO OFFERORS
The City invites all interested parties to submit proposals for the services described herein. For
purposes of this RFP the City’s designee shall be Marlena Barker.
The Division of Purchase will receive all proposals in person or via mail by no later than March
27, 2020 at 11:00am EST. All proposals shall be sealed, clearly labeled on the front of the
package: “FORMAL PROPOSAL ON CITY OF BUFFALO TAX BILLING, USER FEE
BILLS, EXEMPTION FORMS AND FORECLOSURE NOTICES” and delivered to:
William Sunderlin, Director of Purchase
City of Buffalo
DIVISION OF PURCHASE
65 Niagara Square, Room 1901 City Hall
Buffalo, New York 14202-3302
OFFERORS ASSUME ALL RISKS FOR THE TIMELY AND PROPER DELIVERY OF
The received time of proposals will be determined by the clock of the above noted location.
NO CONSIDERATION WILL BE GIVEN TO PROPOSALS RECEIVED AFTER THE
STATED DATE AND TIME.
Proposals are solicited in accordance with the terms, conditions and instructions as 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 RFP. No amendments or changes to proposals will be accepted after the
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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 an Offeror may void their proposal and eliminate their
proposal 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 an 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.
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
Issuance of RFP
Written Questions from Offerors due
Responses to Questions posted on City website
Pre-Proposal Conference at 11:00 AM
Proposals Due by 11:00 AM
Target Award Date:
February 24, 2020
March 2, 2020
March 6, 2020
March 13, 2020
March 27, 2020
2.3 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
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 Marlena
Barker: email@example.com with a Cc email to William Sunderlin, Director of Purchase:
firstname.lastname@example.org, and must be received no later than date and time. The subject
line must identify the RFP by title. Offerors shall not communicate with the City’s designee via
any other method or outside of the time period set forth herein.
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The answers to questions received via email will be posted on the City’s website at
www.buffalony.gov. No other representatives of the City are to be contacted regarding this RFP.
The City accepts no responsibility for, and the Offeror agrees not to rely upon, any verbal or
written statements or representations from any other person, whether or not employed by the
Offerors are solely responsible for ensuring the City has a current address, e-mail address and
telephone number on file for the Offeror. It is the responsibility of all Offerors to check the City
of Buffalo website for any updates.
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 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.
2.4 Addendums 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 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 www.buffaolony.gov. 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 regarding this RFP should be disregarded in preparing responses.
2.5 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 proposal in
response to this RFP constitutes acceptance of all requirements outlined in the RFP. All Offerors
must provide a proposal for all Production Schedules (A, B, C, D, E, F & G). No partial
contracts will be awarded.
Six (6) copies of the proposal, one (1) original and five (5) copies, along with one (1) digital
copy (CD or Flash Drive) must be provided. Proposals must be prepared on 8-1/2” x 11” paper
using a font no smaller than 11-point with one-inch margins, printed double-sided, and bound on
the long side. Each page of the submission must be numbered in a manner so that it can be
uniquely identified. Legibility, clarity and completeness are required.
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The proposal must be signed by each individual 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 ninety (90) days following the City’s receipt of such proposal and
the award of the contract, if any.
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.
2.6 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.
2.7 Company Profile
Each Offeror is required to prepare and submit a brief description of the Offeror’s firm,
company, or corporation, which must include:
1. Name, mailing address, email address, telephone number and fax number of the
primary contact person for the firm;
2. A brief description of the firm, including the number of years in business, major
business lines, major markets served, company history, relevant operating segments,
primary vision and strategy, number of employees, office locations and any Joint
a. Workforce: Offerors should describe any programs or actions they undertake to
attract, recruit, train, retain and promote minority and female employees, partners
and associates and current representation of minorities and women;
b. Community Involvement: Offerors should describe any programs or initiatives
they sponsor or support that further the development of minority or women-
owned business enterprises;
c. Offeror Policies: Offerors should describe any procurement policies or practices
they have adopted that provide M/WBE suppliers or services business
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