Project Information

Bid Title

COB Printing and Mailing of Tax Bills, User Fee Bills, Exemption Forms and Foreclosure Notices

Issuing Agency

City of Buffalo

Location

New York

Published Date

Apr 9, 2026

Closing Date

May 14, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	COB Printing and Mailing of Tax Bills, User Fee Bills, Exemption Forms and Foreclosure Notices
Category:	City of Buffalo Bids & RFPs
Status:	Open

Publication Date/Time: 4/9/2026 1:00 PM Closing Date/Time: 5/14/2026 11:00 AM Submittal Information: Submit Proposal by May 14, 2026, 11:00 A.M., Local Time Pre-bid Meeting: April 30, 2026 @ 11:00A.M. Miscellaneous: Question submission deadline: April 16, 2026 by 4:00pm VIA EMAIL TO: [email protected] with a cc email to Nicole Swallow, Director of Purchase: [email protected] Answers posted to City of Buffalo website (www.buffalony.gov): April 23, 2026 PRE-PROPOSAL CONFERENCE: April 30, 2026 at 11:00am AT THE DIVISION OF PURCHASE 65 NIAGARA SQUARE, ROOM 1901 PROPOSAL SUBMISSION DATE: May 14, 2026 at 11:00am The Division of Purchase will receive all proposals in person or via mail by no later than May 14, 2026 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: Nicole Swallow, Director of Purchase City of Buffalo DIVISION OF PURCHASE 65 Niagara Square, Room 1901 City Hall Buffalo, New York 14202-3302 Related Documents: 2026 Tax User Fee Billing RFP

Attachment Preview

CITY OF BUFFALO

NEW YORK

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

FOR

City of Buffalo Printing and Mailing of Tax Bills, User Fee

Bills, Exemption Forms and Foreclosure Notices

2026

DATE ISSUED: April 9, 2026

Question submission deadline: April 16, 2026 by 4:00pm

VIA EMAIL TO mcbarker@buffalony.gov

Answers posted to City of Buffalo website (www.buffalony.gov): April 23, 2026

PRE-PROPOSAL CONFERENCE: April 30, 2026 at 11:00am

AT THE DIVISION OF PURCHASE

65 NIAGARA SQUARE, ROOM 1901

PROPOSAL SUBMISSION DATE: May 14, 2026 at 11:00am

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1. INTRODUCTION

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 schedule.

This Request for Proposals (RFP) also includes a request for optional solutions on the handling of

undeliverable/returned mail. Offerors are not required to submit a response to that section of the

RFP; however the submission of a response will add value to your proposal.

2. INSTRUCTIONS TO OFFERORS

2.1 Submission

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 May

14, 2026 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:

Nicole Swallow, 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

SUBMITTED PROPOSALS.

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

closing date and time. No proposals shall be accepted after the stated deadline. The City reserves

the right to reject any or all proposals.

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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.

2.2 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.

EVENT

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:

DATE

April 9, 2026

April 16, 2026

April 23, 2026

April 30, 2026

May 14, 2026

TBD

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 RFP.

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 Marlena

Barker: mcbarker@buffalony.gov with a cc email to Nicole Swallow, Director of Purchase:

Nswallow@buffalony.gov, and must be received no later than April 16, 2026. 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.

The answers to questions received via email will be posted on the City’s website at

(www.buffalony.gov/bids)No other representatives of the City are to be contacted regarding this

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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 City.

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.buffalony.gov/bids. 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 & H). 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

(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.

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

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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

Venture Partners;

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

opportunities.

3. A copy of any resolution or some other form of authority, signed by a Chief Executive

Officer, Corporate Secretary, or managing partners, which lists the specific officers

who are authorized to execute agreements on behalf of the Offeror;

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Commodity Codes

• NAICS 323111Commercial Printing (except Screen and Books)

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