Project Information

Bid Title

YOUTH TEAM SPORTS

Issuing Agency

Erie County

Location

New York

Published Date

Mar 3, 2026

Closing Date

Mar 18, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Department	Title	Submission Deadline	Additional files
SOCIAL SERVICES	YOUTH TEAM SPORTS	Wednesday, March 18, 2026	youth-team-sports-rfp-appendix-a.docx , appendix-b-fillable-cover-sheet.pdf , q-and-a-rfp-2026-010vf.pdf

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ERIE COUNTY

REQUEST FOR PROPOSAL (RFP)

TO PROVIDE YOUTH TEAM SPORTS

RFP # 2026-010VF

Erie County Department of Social Services

EDWARD A. RATH COUNTY OFFICE BUILDING

95 FRANKLIN STREET

BUFFALO, NEW YORK 14202

COUNTY OF ERIE, NEW YORK

REQUEST FOR PROPOSALS (“RFP”) # 2026-010VF

TO PROVIDE YOUTH TEAM SPORTS

Contents

I. INTRODUCTION .........................................................................................................................................................................3

II. FUNDING AND BUDGET.....................................................................................................................................................3

III. PROPOSAL TIMEFRAMES.................................................................................................................................................4

IV. GENERAL REQUIREMENTS .............................................................................................................................................5

V. SCOPE OF PROFESSIONAL SERVICES REQUIRED................................................................................................6

INTRODUCTION .........................................................................................................................................................................6

HISTORY AND CONTEXT........................................................................................................................................................7

SCOPE OF WORK......................................................................................................................................................................7

GENERAL REQUIREMENTS:..................................................................................................................................................8

COMPENSATION........................................................................................................................................................................9

VENDOR EXPERIENCE AND QUALIFICATIONS..............................................................................................................9

PERFORMANCE MEASURES AND DATA COLLECTION ..............................................................................................9

VI. STATEMENT OF RIGHTS.................................................................................................................................................10

UNDERSTANDINGS ....................................................................................................................................................................10

EVALUATION .................................................................................................................................................................................11

EVALUATION PROCESS ...........................................................................................................................................................12

CONTRACT ....................................................................................................................................................................................12

INDEMNIFICATION AND INSURANCE...................................................................................................................................13

INTELLECTUAL PROPERTY RIGHTS....................................................................................................................................13

NON-COLLUSION.........................................................................................................................................................................14

CONFLICT OF INTEREST..........................................................................................................................................................14

COMPLIANCE WITH LAWS.......................................................................................................................................................14

CONTENTS OF PROPOSAL.....................................................................................................................................................14

EFFECTIVE PERIOD OF PROPOSALS .................................................................................................................................15

ERIE COUNTY EQUAL PAY CERTIFICATION .........................................................................................................................16

GUIDELINES FOR STANDARD INSURANCE PROVISIONS REQUIRED ........................................................................17

PROPOSAL REQUIREMENTS......................................................................................................................................................18

RFP APPENDIX A: Proposal to Provide Service.......................................................................................................................19

SCHEDULE A.....................................................................................................................................................................................22

RFP APPENDIX B: Fiscal Cover Sheet........................................................................................................................................23

RFP APPENDIX B: Example of Youth Services Budget Sheet ..............................................................................................24

RFP APPENDIX C: Supplemental Information...........................................................................................................................25

2

I. INTRODUCTION

The County of Erie, New York (the “County”) is currently seeking proposals from qualified community-based

organizations and not-for-profits (“Proposer”) interested in providing Youth Team Sports (YTS). Proposers

interested in providing this service are invited to respond to this request.

Erie County Department of Social Services (ECDSS) utilizes a Solutions Focused Principles-Trauma

Informed Care system of care framework when serving the citizens of Erie County.

In responding to this RFP, Proposers must follow the prescribed format as outlined. By so doing, each

Proposer will be providing the ECDSS comparable data, and thus, be assured fair and objective treatment

in the ECDSS review and evaluation process. It is the ECDSS’ intent to select the Proposer that provides

the best solution for the ECDSS’ needs.

The County reserves the right to amend this RFP, reject any or all of the proposals, or any part thereof,

submitted in response to this RFP, and reserves the right to waive any irregularities or informalities, if such

action is deemed to be in the best interest of the County. The County reserves the right to request additional

information from any Proposer, and to award negotiated contracts to one or more Proposers.

This RFP is not intended and shall not be construed to commit the County to pay any costs incurred in

connection with any proposal or to procure or contract with any firm.

The County will only contract with firms that do not discriminate against employees or applicants for

employment because of race, creed, color, national origin, sex, age, disability, marital status, sexual

orientation, citizenship status or any other status protected by New York State and Federal laws.

II. FUNDING AND BUDGET

A total of $477,889 is potentially available to support team sports f or underserved youth f rom October 1,

2026 through September 30, 2027. Awards are capped at $50,000 per agency. The priority is to spread

available funds to a wide network of partners, however, a single entity may be granted multiple awards for

different distinct purposes/costs (for example one organization operates the same program but in different

towns, or one entity is awarded f unds to improve inf rastructure and an additional award to pay the coaches

who will use the updated infrastructure).

The award is subject to annual contract renewal, contingent upon the Proposer’s successful performance of

project objectives and the continued need and desire for such services as articulated by Erie County DSS.

Initial award and renewals are subject to inclusion of funding in the County Executive Recommended Budget

and as adopted by the Erie County Legislature, as well as, contingent upon availability of New York State

funds appropriated for this purpose. Youth team sports funds are available as a legislative add to support

youth development for underserved youth under the age of 18 and cannot be guaranteed from one year to

the next. All contract appropriations are subject to Legislative approval.

Future awards will be dependent on available funds and subject to the demonstrated fiscal and programmatic

stability of the applicant agency, as well as their meeting all of the Erie County Department of Social Services

(ECDSS) requirements. More than one provider may be selected for funding for 2026-27.

3

III. PROPOSAL TIMEFRAMES

The following schedule is for informational purposes only. The County reserves the right to amend this

schedule at any time.

Issue RFP:

February 18, 2026

RFP Informational Meeting:

February 24, 2026 at 10:00 AM

Register for the Informational Meeting

by contacting:

Proposals Due:

Selection Made by:

Contract Signed:

Judith.Kolmetz@erie.gov by 2/23/26

March 18, 2026 by 4:00PM

April 2026

Following all necessary County approvals.

How to Access the Informational Meeting:

Join from

the Meeting

Link:

https://erie.webex.com/erie/j.php?MTID=m977dfb0a802a0ee3183cf34ba2acd172

Join by

Meeting

Number:

Meeting Number (access code) 2484 403 6751

Meeting Password: myCfFqDi783

Join by

Mobile

Device:

+1 716-858-2250 2484036751## (Buffalo)

+1 415-655-0003 2484036751## (United States Toll)

4

IV. GENERAL REQUIREMENTS

1. Each proposal shall be prepared simply and economically avoiding the use of elaborate promotional

materials beyond what is sufficient to provide a complete, accurate and reliable presentation.

2. Your proposal must be comprised of 3 sections:

Appendix A

• Agency Information Cover Sheet

• Proposal to Provide Service (YTS)

• Signed Schedule A

• Program’s child protection policy/procedure

• Letter of commitment from facility provider, as applicable

• Resumes of Key Staff and Leadership

• Proof of non-profit status, as applicable

Appendix B

• Signed Fiscal Form

• ECDSS Youth Bureau Program Budget Forms

Appendix C

• Most recent Audit report prepared by an independent CPA

• Most recent Management Letter

• Listing of Officers and Board of Directors

Failure to follow the prescribed format for responses may result in disqualification.

3. Proposals MUST be signed using the attached Schedule A: Proposer Certification. Unsigned

proposals will be rejected.

4. Submission of the proposals shall be uploaded as three separate documents (Appendix A, B and C) to:

OnBase Unity Form. You will receive an email confirming if it has been submitted.

If unable to upload the proposal, a printed submission may be submitted to: Erie County Department of

Social Services, Attn: Judith Kolmetz, 95 Franklin Street Room 804, Buffalo, NY 14202. Note: must be

on 8.5x11 paper, one-sided and no staples.

5. All proposals must be submitted on or before March 18, 2026 at 4:00PM. Proposals received after the

above date and time will not be considered. The County is under no obligation to return proposals.

6. Requests for clarification of this RFP must be written and submitted to Judith.Kolmetz@erie.gov by

02/27/2026. A list of questions and answers will be posted on the County website by 03/06/2026, if

applicable. No communications of any kind will be binding against the county, except for the formal

written responses to any request for clarification.

7. Proposers may be required to give an oral presentation to the County to clarify or elaborate on the

written proposal. Those Proposers will be notified to arrange specific times.

8. No proposal will be accepted from nor any agreement awarded to any Proposer that is in arrears upon

any debt or in default of any obligation owed to the County. Additionally, no agreement will be awarded

to any Proposer that has failed to satisfactorily perform pursuant to any prior agreement with the

County.

9. Inf ormation on the Standard Insurance Provisions required of agencies selected as a contractor of this

service is included in this RFP. This document is for informational purposes only, and is not to be

submitted by the Proposer for the purposes of this RFP.

10. All potential contract-holders with Erie County shall agree to comply with Executive Order 13 (2014),

and the Agency shall make such records available, upon request, to the County’s Division of Equal

5

Commodity Codes

• NAICS 624110Child and Youth Services

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