Project Information

Bid Title

SUMMER YOUTH PAYROLL PROCESSING PROVIDER

Issuing Agency

City of Buffalo

Location

New York

Published Date

Jan 23, 2026

Closing Date

Feb 13, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	SUMMER YOUTH PAYROLL PROCESSING PROVIDER
Category:	City of Buffalo Bids & RFPs
Status:	Open

Publication Date/Time: 1/23/2026 11:00 AM Closing Date/Time: 2/13/2026 11:00 AM Submittal Information: Submit Proposal by February 13, 2026 11:00 A.M., Local Time Contact Person: Nicole Drye, Deputy Commissioner: [email protected] Miscellaneous: Questions accepted via email until: January 30, 2026 Must be sent by email to Nicole Drye at [email protected] Questions with Answers posted to City website: February 6, 2026 via the City’s website at (www.buffalony.gov/bids) RFP SUBMISSION DATE: February 13, 2026 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 Related Documents: 2026 Summer Youth Payroll Processing Provider RFP

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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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Commodity Codes

• NAICS 541214Payroll Services

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