Project Information

Bid Title

SUMMER PRIMETIME PROGRAMMING

Issuing Agency

Erie County

Location

New York

Published Date

Jan 5, 2026

Closing Date

Feb 4, 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	SUMMER PRIMETIME PROGRAMMING	Wednesday, February 4, 2026	appendix-a-2026-002vf.docx , appendix-b-2026-002-vf.docx

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ERIE COUNTY

REQUEST FOR PROPOSAL (RFP)

TO PROVIDE

SUMMER PRIMETIME PROGRAMMING

RFP # 2026-002VF

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”) # 2026-002VF

TO PROVIDE SUMMER PRIMETIME PROGRAMMING

Contents

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

II.

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

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

IV. GENERAL REQUIREMENTS ................................................................................................................................................. 4

V.

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

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

HISTORY AND CONTEXT ............................................................................................................................................................ 6

SCOPE OF WORK ......................................................................................................................................................................... 6

GENERAL REQUIREMENTS: ...................................................................................................................................................... 7

COMPENSATION ........................................................................................................................................................................... 8

VENDOR EXPERIENCE AND QUALIFICATIONS .................................................................................................................... 8

PERFORMANCE MEASURES AND DATA COLLECTION ..................................................................................................... 8

VI. STATEMENT OF RIGHTS ...................................................................................................................................................... 9

UNDERSTANDINGS .......................................................................................................................................................................... 9

EVALUATION ...................................................................................................................................................................................... 9

EVALUATION PROCESS................................................................................................................................................................ 10

CONTRACT ....................................................................................................................................................................................... 11

INDEMNIFICATION AND INSURANCE ........................................................................................................................................ 11

INTELLECTUAL PROPERTY RIGHTS ......................................................................................................................................... 11

NON-COLLUSION ............................................................................................................................................................................ 12

CONFLICT OF INTEREST .............................................................................................................................................................. 12

COMPLIANCE WITH LAWS ........................................................................................................................................................... 12

CONTENTS OF PROPOSAL .......................................................................................................................................................... 12

EFFECTIVE PERIOD OF PROPOSALS ....................................................................................................................................... 13

ERIE COUNTY EQUAL PAY CERTIFICATION ............................................................................................................................... 14

GUIDELINES FOR STANDARD INSURANCE PROVISIONS REQUIRED................................................................................. 15

PROPOSAL REQUIREMENTS ............................................................................................................................................................ 1

RFP APPENDIX A: Proposal to Provide Service ............................................................................................................................... 2

SCHEDULE A .......................................................................................................................................................................................... 4

RFP APPENDIX B: Fiscal ...................................................................................................................................................................... 5

RFP APPENDIX C: Supplemental Information ................................................................................................................................... 7

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I. INTRODUCTION

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

(“Proposer”) interested in providing youth development programming during the summer months to at-risk

youth under twenty-one years of age residing in Erie County. Proposers interested in providing this service

are invited to respond to this request.

ECDSS utilizes a Solutions Focused Principles-Trauma Informed Care system of care framework and

incorporates the principles of Diversity, Equity, and Inclusion (DEI) into its practices and procedures.

Further, the Youth Bureau utilizes a Positive Youth Development framework which centers youth voice and

covers many domains of youth well-being.

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

Proposer will be providing the Erie County Department of Social Services (ECDSS) with 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 $700,000 is available for 2026 summer primetime programming. More than one provider may be

selected for funding in 2026, awarding up to $10,000 per funding request for local not-for-profit agencies

and local youth bureaus to provide community programs.

Awards 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. All contract appropriations are subject to Legislative approval. More than

one provider may be selected for funding for 2026.

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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:

January 5, 2026

RFP Informational January 23, 2026, at 10:00 am via Webex

Meeting:

Join from the meeting link

https://erie.webex.com/erie/j.php?MTID=m9b028b1c2cc56429838624ab4159889b

Join by meeting number

Meeting number (access code): 2486 508 8835

Meeting password: FEgxWzHZ286

Join by phone

+1 716-858-2250 United States Toll (Buffalo)

+1-415-655-0003 United States Toll

Proposals Due:

February 4, 2026, by 4:00pm

Selection Made by: May 2026

Contract Signed: Following all necessary County approvals.

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

• Proposal to Provide Service

• Signed Schedule A

• For agencies not contracted with ECDSS to provide Summer Primetime Programming in 2025,

references and data from similar work

Appendix B

• Signed Fiscal Form

• 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.

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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.

5. If unable to upload the proposal, a printed submission (must be on 8.5x11 paper, one-sided and no

staples) may be submitted to: Erie County Department of Social Services, Attn: Carrie Godfrey, 95

Franklin Street Room 804, Buffalo, NY 14202.

6. All proposals must be submitted on or before February 4, 2026, at 4:00 p.m. Regardless of cause,

proposals received after the above date and time will not be considered. Requests for extension will

not be granted. The County is under no obligation to return proposals.

7. Requests for clarification of this RFP must be written and submitted to Carrie Godfrey at the above

address, or at Carrie.Godfrey@erie.gov no later than 4:00 pm on January 21, 2026. A list of questions

and answers will be posted on the County website by January 26, 2026, if applicable. No

communication of any kind will be binding against the county, except for the formal written responses to

any request for clarification.

8. 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.

9. 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.

10. Information 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.

11. 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

Employment Opportunity for review. (A copy of Executive Order 13 is available here: Executive Order

13). All contract holders will be required to sign the Erie County Equal Pay Certification (attached). The

County shall have the right, upon reasonable notice and at reasonable times, to inspect the books and

records of the Agency, its offices and facilities, for the purpose of verifying information supplied in the

Erie County Equal Pay Certification and for any other purpose reasonably related to confirming the

Agency’s compliance with Erie County Executive Order No. 13 (2014). Violation of the provisions of

Executive Order 13 (2014), which is attached hereto and made a part hereto and made a part hereof,

can constitute grounds for the immediate termination of a contract, and may constitute grounds for

determining that a bidder is not qualified to participate in future county contracts.

12. All potential contract-holders with Erie County shall agree that administrative costs may not exceed

15% of the requested funds.

13. All proposers must disclose the name, title, and department of any employee or officer who is or was an

employee or officer of Erie County within 12 months immediately prior to the proposal.

14. If requested, proposers must provide a list of at least three references from community partners and

collaborators or an individual with knowledge of and experience with the specific services being offered.

15. All proposers must provide a list of all prime contractors and subcontractors that their agency does

business with related to the service in this RFP.

16. All proposers must include the name of their Language Access Coordinator. A copy of your Language

Access Policy is required at contracting.

17. All proposers must include the name of their Americans with Disabilities Act (ADA) Coordinator. A copy

of a written ADA policy is required at contracting.

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