- Title
- TO PROVIDE RURAL TRANSPORTATION SERVICES IN ERIE COUNTY
- Bid Type
- RFP
- Pdf Text
- ERIE COUNTY
REQUEST FOR PROPOSAL (RFP)
TO PROVIDE
Rural Transportation Services in Erie
County
RFP #2026-055VF
October 20, 2026
Daniel Castle, AICP, Commissioner
Department of Environment and Planning
EDWARD A. RATH COUNTY OFFICE BUILDING
95 FRANKLIN STREET
BUFFALO, NEW YORK 14202
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COUNTY OF ERIE, NEW YORK
REQUEST FOR PROPOSALS (“RFP”)
RFP# 2026-055VF
TO PROVIDE Rural Transportation Services in Erie County
I. INTRODUCTION
The County of Erie, New York (the “County”) is currently seeking qualified Not-For-Profit
(NFP) agencies interested in providing Rural Transit Services in Erie County. The
objective of this proposal is to select a qualified NFP organization to administer, operate
and maintain the Rural Transit Service (RTS) in Erie County. Community vans shall
operate in the following areas:
1. Evans, Angola, Brant and Farnham
2. Collins, Gowanda, North Collins (Town and Village)
3. Concord and Springville
4. Boston, Colden, and Eden
5. Holland and Sardinia
6. Orchard Park (Town and Village)
7. Aurora, East Aurora, Elma, Marilla and Wales
8. Clarence, Newstead, and Akron
9. Reserve (back-up) van
Vans are housed at various municipal garages and light duty servicing is performed by
several of these towns at cost, reimbursable as part of operating costs under the
Community Development grant.
Beginning in early 1988 the “United Way of Erie County” carried out an extensive Needs
Survey of Erie County. Public Transportation Services were identified as top priority
especially in rural portions of the County where no such service existed.
The target group for the Transportation Service consisted of income eligible rural
residents who do not have access to private automobiles as well as the elderly and
disabled. Because the Rural Transportation Service receives funding from the
Community Development Block Grant (CDBG) Program, the HUD income guidelines are
used to determine eligibility of non-elderly and non-handicapped persons for the service.
The elderly and handicapped are eligible as limited clientele upon proof of age or
disability. Priority for the demand responsive system goes to medical trips followed by
social service and shopping destinations.
In September, 1990 a Project Coordinator was hired to set up the pilot programs in the
Towns of Evans and Concord in cooperation with the Erie County Department of
Environment and Planning, and Senior Services. Initial efforts were concentrated on
developing procedures to qualify riders based on HUD income guidelines, developing
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“Rural Transportation Service Brochures” for the towns, meeting with community officials
and civic groups to promote the program and discuss its use.
The Program Coordinator facilitates outreach through the use of local publications and
posters to alert potential riders to the availability of this service and also to recruit
volunteer drivers, escorts and dispatchers. Potential riders complete an application
form, supplying proof of income or age or disability and residency. After qualifying
(based on HUD guidelines– Attachment 1) they are added to the list of eligible riders
kept by the dispatchers.
Proposers interested in providing said service are invited to respond to this request.
It is the County's intent to select the Proposer that provides the best solution for the
County's needs.
The County reserves the right to amend this RFP. The County reserves the right to
reject any or all of the proposals, or any part thereof, submitted in response to this RFP,
and reserves the right to waive formalities, 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. The County reserves the right 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. PROPOSAL PROCEDURES
A. ANTICIPATED SCHEDULE OF PROPOSAL
The following schedule is for informational purpose only. The County reserves the
right to amend this schedule at any time.
Issue RFP: October 20, 2026
Proposals Due: November 20, 2026
Selection Made: December 4, 2026 (14) days following due date
Contract Signed: Following all necessary County approvals
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B. 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. One (1) original and five (5) copies shall be submitted. Proposals MUST be
signed. Unsigned proposals will be rejected.
3. Submission of the proposals shall be directed to:
Paul D’Orlando, Principal Contract Monitor
Erie County Department of Environment and Planning
Edward A. Rath County Office Building
95 Franklin Street, Room 1014
Buffalo, New York 14202
All proposals must be delivered to the above office on or before
November 20, 2026 at 4:00 p.m. Proposals received after the above date
and time will not be considered. The County is under no obligation to
return proposals.
4. Requests for clarification of this RFP must be written and submitted to Paul
D’Orlando at Erie County Department of Environment and Planning, Edward A.
Rath County Office Building, 95 Franklin Street, Room 1014, Buffalo, New York
14202 no later than 4:00 p.m. on Thursday, November 6, 2026. Formal written
responses will be distributed by the County on or before November 13, 2026.
NO COMMUNICATIONS OF ANY KIND WILL BE BINDING AGAINST THE
COUNTY, EXCEPT FOR THE FORMAL WRITTEN RESPONSES TO ANY
REQUEST FOR CLARIFICATION.
5. 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.
6. 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.
7. Certified Minority Business Enterprise/Women's Business Enterprise
(MBE/WBE) proposers should include the Erie County certification letter with the
proposal.
8. If proposer is a Veteran Owned Business, proposer should include letter
indicating company is 51% or more Veteran-owned.
All proposers submitting proposals must include a cost proposal in a
separate sealed envelope clearly labeled with the proposer name, due date
of proposal, proposal name (“Rural Transit Service” RFP #2026-055VF) and
Cost Proposal.
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III. SCOPE OF PROFESSIONAL SERVICES REQUIRED
A. Scope of Services: The NFP selected will provide all administration,
operation and maintenance of the Rural Transportation Van Program. All
capital purchases (new vans) will be funded separately from this proposal
directly through CDBG Program, van replacement fund, and or other
sources (e.g. grants, gifts, donations, etc.). New vans obtained for the
RTS Program, regardless of source, will remain part of the Program.
There is an Advisory Board, which meets semi-annually, consisting of one
mayor or supervisor or a designated representative of each municipality
served; two (2) program volunteers, named by the ranking officer of the
Rural Transit Service Advisory Board, who represent service area
municipalities; and a monitor from the Erie County Department of
Environment and Planning (DEP) designated by the Commissioner of
DEP. This Board will advise the DEP (the grantor) and the CDBG
Consortium on the Rural Transportation Service Program in conjunction
with the NFP operator. The By-Laws of the Rural Transportation Service
Advisory Board were developed outlining the Advisory Board’s
responsibilities and relationship with the NFP chief operating officer
(Attachment 2).
Reimbursable Costs: The following costs will be reimbursable costs
subject to budget review by both the Advisory Board and the DEP
Community Development Monitor:
1. Maintenance and service costs of the Van Program.
2. Insurance costs for the vans, full-time staff and operations.
3. Radio, telephone and other communications costs.
4. Office and program supplies associated with program delivery
including volunteer expenses, recognition awards, etc.
5. Incidental and associated program costs related to operations and
management.
6. Accessory equipment necessary to equip the van(s).
7. All rider donated funds collected by the program will become an
“applicable credit” to the program and be used for the replacement
of vans as needed.
Administrative Costs: The following costs will be implemented in the
Van Program. The NFP will perform the following tasks:
1. Volunteers: Recruit and train drivers and dispatchers, office help,
all drivers must have “clean” driving and criminal records and
completion of a Driver Safety Course is recommended in addition
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to in-house orientation. Keep all volunteers scheduled and
replace, reschedule as necessary. Yearly meetings with all
volunteers. Annual Recognition Awards luncheon for volunteers
and volunteer motivation.
2. Funding: Submit a yearly CDBG Project Description/Budget
application to Erie County Department of Environment and
Planning. Seek out various other grants and apply for additional
funding sources. [At least two (2) to four (4) grant applications
should be submitted each year.]
3. Van: Order all necessary equipment for van(s) (i.e., running
boards, back-up alarms, coin box, fire extinguishers, first-aid kits,
tires, rims, etc.). Maintain maintenance schedule on each van,
coordinate necessary repairs with municipal Highway
Superintendent/private mechanics. In addition, provide van
storage/garage, keys for each vehicle, washing, and gas expense
vouchers from the municipalities are to be recorded and paid by
the NFP.
4. Rider Donations: Monthly deposit of donations received in each
service area in Rural Van account. Keep records of deposits to
date.
5. Brochures/Flyers/I.D. Codes: Design format compatible to each
location. Distributed, posted and updated as required.
6. Client Intake: Qualify persons for eligibility. Maintain client files
and records of all riders in each location, emergency contact and
updated client list at each dispatch site.
7. Community Activities: Maintain calendar of events for local
outreach, recruitment activities. Coordinate volunteer activity in
each event.
8. Presentations: Present program to community groups, senior
centers and social events (days and evenings, minimum 12-24 per
year).
9. Publicity: Write news articles and updates on program to various
publications.
10. Photography: Experience necessary in photography, graphics to
use for publications, publicity, and grant applications.
11. Emergency Procedures: Accident and incident reports in van.
Towing (contractually with local garages), and first aid procedures
in place. Emergency procedures posted at all dispatch locations.
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12. RSVP: Sign volunteers up, tally and send time sheets into
headquarters on a monthly basis. Arrange intake meeting, and
quarterly meetings for both volunteers and administration.
13. Hire and Work Fare Programs: Train all workers/maintain monthly
records of each. Progress report sent into County monthly.
Schedule required days for each hire worker on a monthly basis.
14. Driver/Dispatch Logs: Maintain files and itemized compilation of
trips, turn-downs, on a monthly basis for each town and service
area. Report to DEP quarterly.
15. Client Complaints: Resolve individual conflicts and needs of riders
and volunteers. Conduct a biennial rider survey and report
results.
16. Geographic Knowledge: Routes of travel within all Southtowns
and Northeast town locations and rural service area destinations
(e.g. hospitals, clinics, stores, offices, centers).
17. Provide Office, Accounting and Secretarial Services for all aspects
of the program including Advisory Board. An annual report and
audit are required along with a “close out” monitoring meeting with
DEP.
18. Detail a Budget Breakdown of all expenses, modifications to
individual line items subject to review by the Advisory Board and
approval by Erie County DEP.
IV. PROPOSAL REQUIREMENTS
This proposal should include the following:
A. Description of NFP’s qualifications and experience.
1. Qualifications/experience of NFP
2. Qualifications/experience of key personnel who will be assigned to
project.
3. Administrative budget breakdown for project manager, secretary,
account clerk, and Van/Volunteer Coordinator and or other staff
showing appropriate hours per week, who will cover vacations, etc.
4. List of grants and other funding sources applied for/secured in last two
(2) years.
B. Proposal Fees: The NFP shall submit a description of project related in
nature to this request, and prepared by the professional staff that will be
assigned to the project. Proposed fees for performing all tasks outlined in
III-B for the following five (5) periods:
1. June 1, 2027 through May 31, 2028
2. June 1, 2028 through May 31, 2029
3. June 1, 2029 through May 31, 2030
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4. June 1, 2030 through May 31, 2031
5. June 1, 2031 through May 31, 2032
Proposed fees for expanding operation of the van service to an additional
service area, consisting of one or two towns in the rural area of Erie
County. Fees and expenses will be paid up to actual amount.
C. Similar Engagements: The architect shall submit a description of
project related in nature to this request and prepared by the professional
staff that will be assigned to the project. List of grants and other funding
sources applied for/secured in the last two (2) years.
D. Team Members and Project Manager: The proposal shall list all
individuals who will work on the project as well as the project manager.
Include the hourly rates for assigned staff. Administrative budget
breakdown for project manager, secretary, account clerk, and
Van/Volunteer Coordinator and or other staff showing appropriate hours
per week, who will cover vacations, etc.
E. References: A minimum of two (2) professional references, including
name and telephone number, shall be included in the proposal.
F. Evidence of any proposed MBE/WBE firm participation in the
engagement.
G. Identification of primary contact person.
H. Miscellaneous:
1. Selection Process: A committee of officials representing the Erie
County Department of Environment and Planning, and Erie
County Community Development Block Grant Urban County
Consortium will review the proposals against the following criteria.
a) Experience of NFP in performing similar engagements;
b) Reasonableness of fee;
c) Quality of proposal relative to style, comprehensiveness
and content;
d) Experience of NFP in addressing requirements needed by
the New York State Historic Preservation Office;
e) Reference checks;
f) Performance at interview (if required).
The above selection criteria are provided to assist proposers and
are not meant to limit other considerations which may become
apparent during the course of the selection process.
I. Time Period: The engagement will extend approximately five (5) years
from the date of contract execution.
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J. Copies: One (1) original and five (5) copies of each proposal are
required. Submit all copies to: Paul J. D’Orlando, Principal Contract
Monitor, no later than 4:00 p.m. on November 20, 2026.
ERIE COUNTY CONTACT
Mr. Paul J. D’Orlando, Principal Contract Monitor, Erie County Department of
Environment and Planning, Edward A. Rath County Office Building, 95 Franklin Street,
Room 1014, Buffalo, New York 14202 (Tel.) 716-858-2194.
CAVEATS
A. Erie County Department of Environment and Planning reserves the right
to reject any and all proposals.
B. The Erie County Department of Environment and Planning reserves the
right to issue written notice to all participating firms of any change in the
proposal submission schedule should the County determine in its sole
discretion that such changes are necessary.
C. Acceptance by the Erie County Department of Environment and Planning
of any proposal submitted pursuant to this Request for Proposal shall not
constitute any implied intent to enter into a contract for consultant
services.
V. STATEMENT OF RIGHTS
UNDERSTANDINGS
Please take notice, by submission of a proposal in response to this request for
proposals, the proposer agrees to and understands:
• that any proposal, attachments, additional information, etc. submitted pursuant to
this Request for Proposals constitute merely a suggestion to negotiate with the
County of Erie and is not a bid under Section 103 of the New York State General
Municipal Law;
• submission of a proposal, attachments, and additional information shall not
entitle the proposer to enter into an agreement with the County of Erie for the
required services;
• by submitting a proposal, the proposer agrees and understands that the County
of Erie is not obligated to respond to the proposal, nor is it legally bound in any
manner whatsoever by submission of same;
• that any and all counter-proposals, negotiations or any communications received
by a proposing entity, its officers, employees or agents from the County, its
elected officials, officers, employees or agents, shall not be binding against the
County of Erie, its elected officials, officers, employees or agents unless and until
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a formal written agreement for the services sought by this RFP is duly executed
by both parties and approved by the Erie County Legislature, the Erie County
Fiscal Stability Authority, and the Office of the Erie County Attorney.
In addition to the foregoing, by submitting a proposal, the proposer also understands
and agrees that the County of Erie reserves the right, and may at its sole discretion
exercise, the following rights and options with respect to this Request for Proposals:
• To reject any or all proposals;
• To issue amendments to this RFP;
• To issue additional solicitations for proposals;
• To waive any irregularities in proposals received after notification to proposers
affected;
• To select any proposal as the basis for negotiations of a contract, and to
negotiate with one or more of the proposers for amendments or other
modifications to their proposals;
• To conduct investigations with respect to the qualifications of each proposer;
• To exercise its discretion and apply its judgment with respect to any aspect of
this RFP, the evaluation of proposals, and the negotiations and award of any
contract;
• To enter into an agreement for only portions (or not to enter into an agreement
for any) of the services contemplated by the proposals with one or more of the
proposers;
• To select the proposal that best satisfies the interests of the County and not
necessarily on the basis of price or any other single factor;
• To interview the proposer(s);
• To request or obtain additional information the County deems necessary to
determine the ability of the proposer;
• To modify dates;
• All proposals prepared in response to this RFP are at the sole expense of the
proposer, and with the express understanding that there will be no claim,
whatsoever, for reimbursement from the County for the expenses of preparation.
The County assumes no responsibility or liability of any kind for costs incurred in
the preparation or submission of any proposal;
• While this is an RFP and not a bid, the County reserves the right to apply the
case law under General Municipal Law § 103 regarding bidder responsibility in
determining whether a proposer is a responsible vendor for the purpose of this
RFP process;
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• The County is not responsible for any internal or external delivery delays which
may cause any proposal to arrive beyond the stated deadline. To be considered,
proposals MUST arrive at the place specified herein and be time stamped prior to
the deadline.
EVALUATION
The following criteria, not necessarily listed in order of importance, will be used to
review the proposals. The County reserves the right to weigh its evaluation criteria in
any manner it deems appropriate:
• Proposer’s demonstrated capability to provide the services.
• Evaluation of the professional qualifications, personal background and resume(s)
of individuals involved in providing services.
• Proposer’s experience to perform the proposed services.
• Proposer’s financial ability to provide the services.
• Evaluation of the proposer’s fee submission. It should be noted that while price
is not the only consideration, it is an important one.
• A determination that the proposer has submitted a complete and responsive
proposal as required by this RFP.
• An evaluation of the proposer’s projected approach and plans to meet the
requirements of this RFP.
• The proposer’s presentation at and the overall results of any interview conducted
with the proposer.
• Proposers MUST sign the Proposal Certification attached hereto as Schedule
“A.” Unsigned proposals will be rejected.
• Proposers may be required to give an oral presentation to the County to clarify or
elaborate on the written proposal.
• 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.
SELECTION
All proposals timely received and complete will be evaluated and ranked by a
three (3) to five (5) person selection committee comprised of representatives from
groups such as ECDEP, local government officials, and planning organizations. The
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evaluation is based on the written proposals using a numerical score sheet related to the
questions posed in the proposal guidelines.
When the evaluations are complete, the respondents’ proposals are ranked. The
proposal receiving the best overall rating is ranked first.
CONTRACT
After selection of the successful proposer, a formal written contract will be
prepared by the County of Erie and will not be binding until signed by both parties and, if
necessary, approved by the Erie County Legislature, the Erie County Fiscal Stability
Authority and the Office of the County Attorney. NO RIGHTS SHALL ACCRUE TO ANY
PROPOSER BY THE FACT THAT A PROPOSAL HAS BEEN SELECTED BY THE
COUNTY FOR SUBMISSION TO THE ERIE COUNTY LEGISLATURE AND/OR THE
ERIE COUNTY FISCAL STABILITY AUTHORITY FOR APPROVAL. THE APPROVAL
OF SAID LEGISLATURE AND/OR AUTHORITY MAY BE NECESSARY BEFORE A
VALID AND BINDING CONTRACT MAY BE EXECUTED BY THE COUNTY.
[The term of the contract shall be for a five (5) year period commencing April 1, 2027
and terminating March 31, 2032. The County, in its sole discretion may extend the
agreement beyond is initial term for up to one (1) additional 1-year period at the same
prices and conditions.]
INDEMNIFICATION AND INSURANCE
The proposer accepts and agrees that language in substantially the following
form will be included in the contract between the proposer and the County:
“In addition to, and not in limitation of the insurance requirements contained
herein the Consultant agrees:
(a) that except for the amount, if any, of damage contributed to, caused by
or resulting from the negligence of the County, the Consultant shall
indemnify and hold harmless the County, its officers, employees and
agents from and against any and all liability, damage, claims, demands,
costs, judgments, fees, attorneys' fees or loss arising directly or indirectly
out of the acts or omissions hereunder by the Consultant or third parties
under the direction or control of the Consultant; and
(b) to provide defense for and defend, at its sole expense, any and all
claims, demands or causes of action directly or indirectly arising out of this
Agreement and to bear all other costs and expenses related thereto.
Upon execution of any contract between the proposer and the County, the
proposer will be required to provide proof of the insurance coverage described in
Schedule “B.”
Insurance Coverage: Coverage to include overall package (covers staff,
volunteers, clients, accidents, vehicles, equipment, etc.) employee disability, worker’s
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compensation, directors and officers, and umbrella. Insurance company should approve
volunteer driver DMV checks.
Insurance coverage in amount and form shall not be deemed acceptable until
approved by the County Attorney.
INTELLECTUAL PROPERTY RIGHTS
The proposer accepts and agrees that language in substantially the following
form will be included in the contract between the proposer and the County:
All deliverables created under this Agreement by the Consultant are to be
considered “works made for hire”. If any of the deliverables do not qualify
as “works made for hire”, the Consultant hereby assigns to the County all
right, title and interest (including ownership of copyright) in such
deliverables and such assignment allows the County to obtain in its name
copyrights, registrations and similar protections which may be available.
The Consultant agrees to assist the County, if required, in perfecting
these rights. The Consultant shall provide the County with at least one
copy of each deliverable.
The Consultant agrees to indemnify and hold harmless the County for all
damages, liabilities, losses and expenses arising out of any claim that a
deliverable infringes upon an intellectual property right of a third party. If
such a claim is made, or appears likely to be made, the Consultant
agrees to enable the County’s continued use of the deliverable, or to
modify or replace it. If the County determines that none of these
alternatives is reasonably available, the deliverable will be returned.
All records compiled by the Consultant in completing the work described
in this Agreement, including but not limited to written reports, source
codes, studies, drawings, blueprints, negatives of photographs, computer
printouts, graphs, charts, plans, specifications and all other similar
recorded data, shall become and remain the property of the County. The
Consultant may retain copies of such records for its own use.
NON-COLLUSION
The proposer, by signing the proposal, does hereby warrant and represent that
any ensuing agreement has not been solicited, secured or prepared directly or indirectly,
in a manner contrary to the laws of the State of New York and the County of Erie, and
that said laws have not been violated and shall not be violated as they relate to the
procurement or the performance of the agreement by any conduct, including the paying
or the giving of any fee, commission, compensation, gift, gratuity or consideration of any
kind, directly or indirectly, to any County employee, officer or official.
CONFLICT OF INTEREST
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All proposers must disclose with their proposals the name of any officer, director
or agent who is also an employee of the County of Erie. Further, all proposers must
disclose the name of any County employee who owns, directly or indirectly, an interest
of ten percent or more in the firm or any of its subsidiaries or affiliates.
There shall be no conflicts in existence during the term of any contract with the
County. The existence of a conflict shall be grounds for termination of a contract.
COMPLIANCE WITH LAWS
By submitting a proposal, the proposer represents and warrants that it is familiar
with all federal, state and local laws and regulations and will conform to said laws and
regulations. The preparation of proposals, selection of proposers and the award of
contracts are subject to provisions of all Federal, State and County laws, rules and
regulations.
CONTENTS OF PROPOSAL
The New York State Freedom of Information Law as set forth in Public Officers Law,
Article 6, Sections 84 et seq., mandates public access to government records. However,
proposals submitted in response to this RFP may contain technical, financial background or
other data, public disclosure of which could cause substantial injury to the proposer's
competitive position or constitute a trade secret. Proposers who have a good faith belief
that information submitted in their proposals is protected from disclosure under the New
York Freedom of Information Law shall:
a) insert the following notice in the front of its proposal:
“NOTICE
The data on page 13 of this proposal identified by an
asterisk (*) contains technical or financial information
constituting trade secrets or information the disclosure of
which would result in substantial injury to the proposer’s
competitive position.
The proposer requests that such information be used only
for the evaluation of the proposal, but understands that any
disclosure will be limited to the extent that the County
considers proper under the law. If the County enters into
an agreement with this proposer, the County shall have the
right to use or disclose such information as provided in the
agreement, unless otherwise obligated by law.”
and
b) clearly identify the pages of the proposals containing such information by
typing in bold face on the top of each page" * THE PROPOSER BELIEVES THAT THIS
INFORMATION IS PROTECTED FROM DISCLOSURE UNDER THE STATE
FREEDOM OF INFORMATION LAW."
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The County assumes no liability for disclosure of information so identified,
provided that the County has made a good faith legal determination that the information
is not protected from disclosure under applicable law or where disclosure is required to
comply with an order or judgment of a court of competent jurisdiction.
The contents of the proposal which is accepted by the County, except portions
"Protected from Disclosure," may become part of any agreement resulting from this
RFP.
EFFECTIVE PERIOD OF PROPOSALS
All proposals must state the period for which the proposal shall remain in effect
(i.e. how much time does the County have to accept or reject the proposal under the
terms proposed). Such period shall not be less than 180 days from the proposal date.
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SCHEDULE “A”
PROPOSER CERTIFICATION
The undersigned agrees and understands that this proposal and all attachments,
additional information, etc. submitted herewith constitute merely an offer to negotiate
with the County of Erie and is NOT A BID. Submission of this proposal, attachments,
and additional information shall not obligate or entitle the proposing entity to enter into a
service agreement with the County of Erie for the required services. The undersigned
agrees and understands that the County of Erie is not obligated to respond to this
proposal nor is it legally bound in any manner whatsoever by the submission of same.
Further, the undersigned agrees and understands that any and all proposals and
negotiations shall not be binding or valid against the County of Erie, its directors,
officers, employees or agents unless an agreement is signed by a duly authorized officer
of the County of Erie and, if necessary, approved by the Erie County Legislature and
Erie County Fiscal Stability Authority and the Office of the County Attorney.
It is understood and agreed that the County of Erie reserves the right to reject
consideration of any and all proposals including, but not limited to, proposals which are
conditional or incomplete. It is further understood and agreed that the County of Erie
reserves all rights specified in the Request for Proposals.
It is represented and warranted by those submitting this proposal that except as
disclosed in the proposal, no officer or employee of the County of Erie is directly or
indirectly a party to or in any other manner interested in this proposal or any subsequent
service agreement that may be entered into.
Proposer Name
By:
Name and Title
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SCHEDULE "B"
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ATTACHMENT 1
INCOME ELIGIBILITY SCHEDULE
ERIE COUNTY COMMUNITY DEVELOPMENT PROGRAM
CDBG LOW INCOME CDBG MODERATE INCOME
(Extremely Low Income) (Very Low Income) (Low Income)
No. of 30% of Erie 50% of Erie 80% of Erie
Persons County Median County Median County Median
1 $ 21,330 $ 35,550 $ 56,880
2 24,360 40,600 64,960
3 27,420 45,700 73,120
4 30,450 50,750 81,200
5 32,910 54,850 87,760
6 35,340 58,900 94,240
7 37,770 62,950 100,720
8 or more 40,200 67,000 107,200
Effective: May 1, 2026
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ATTACHMENT 2
Rural Transportation Service Advisory Board
By-Laws
I. Establishment
1.1 The Rural Transportation Service (RTS) Advisory Board was heretofore created
in 1993 by a requirement contained in the initial contract between the County of Erie and
L.K. Painter establishing the operation of the RTS program by a not-for-profit
organization.
1.2 The purpose of the RTS Advisory Board is to counsel the non-profit agency operating the
van service on matters relating to service area, service operation, program budget, and
other matters relating to the RTS program as may arise from time to time.
II. Membership
2.1 The Mayor or Supervisor of each of the participating municipalities shall be a permanent
voting representative of the Rural Transportation Service Advisory Board. The Mayor or
Supervisor may appoint, in writing, an alternate to represent their municipality at any or
all meetings of the Board (see 2.4).
2.2 In addition to the Mayor or Supervisor of each of the participating municipalities the
following organizations shall have representation as noted on the Board:
A. Erie County Department of Environment and Planning (1 representative) as
appointed by the Commissioner of the Department of Environment and Planning.
B. Service Volunteers (2 representatives as appointed by the highest-ranking officer
of the Advisory Board).
C. Rural Transportation Service Board of Directors Chair (1 representative)
2.3 In order to aid in achieving geographic balance, the service volunteer representatives
shall not reside in the same municipality.
2.4 All board members may appoint a proxy.
2.5 All board members shall serve two-year terms, with the exception of chief elected officials
whose terms shall coincide with their elected terms of office.
III. Officers
3.1 The Advisory Board shall elect a chairperson and vice-chairperson from its municipal
representative members to a one-year term at its first meeting in each calendar year.
The not-for-profit organization operating the program shall provide a secretary.
3.2
A. Chairperson - is responsible for coordinating items for inclusion on meeting
agendas and to conduct all Advisory Board meetings. The chairperson is also
responsible for appointing individuals to serve on the Steering Committee and
ad-hoc committees.
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B. Vice-Chairperson - The Vice-Chairperson shall, in the event of absence or
disability of the Chairperson, perform the duties and exercise the responsibilities
of the Chairperson, and carry out any additional duties as may be assigned by
the Chairperson.
C. Secretary - The Secretary shall distribute a summary report of each Board
meeting, serve notices as required by these by-laws and assist the Chairperson
in attending to all official correspondence of the Board.
IV. Meetings
4.1 The Board shall meet at least two times annually. Said meeting shall occur in February
and September of each year. The Chairperson shall have the discretion of convening
meetings should they be deemed necessary.
4.2 A Quorum shall consist of seven (7) Advisory Board members.
4.3 Conduct for meetings of the Advisory Board shall conform to Roberts Rules of Order,
when not in conflict with the by-laws.
4.4 Order of Business
A. Introductions
B. Approval of Minutes from previous meeting
C. Report of Steering Committee
D. Reports of Select Committees
E. Old Business
1. Operations Reports
F. New Business
G. Public Comment Section & Announcements
H. Adjournment
4.5 Voting can be by show of hands or secret ballot. The request of only one Advisory Board
member present is required to call for a secret ballot.
4.6 Votes on routine matters require a simple majority vote of the membership present to
pass.
4.7 Votes on the following matters require a simple majority vote of the entire membership to
pass:
1. Recommendations to the not-for-profit agency regarding the changes in the RTS
service areas.
2. Recommendations to the Erie County Department of Environment and Planning
for soliciting proposals and accepting bids for a program operator.
V. Duties
5.1 The Board shall review the draft budget for the upcoming year with the not-for-profit
service provider, assess accomplishments during the prior program year, review
opportunities for service enhancements, hear reports from the Board’s Steering
Committee, and address other RTS issues which may arise from time to time.
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VI. Committees
A. A Steering Committee shall be established to advise the not-for-profit agency on
matters regarding program management and operation.
B. The Steering Committee shall have five (5) members appointed by the
Chairperson including three local government representatives. One
representative from the Erie County Department of Environment and Planning
and one volunteer representative.
C. The chairperson of the Advisory Board shall be the Chairperson of the Steering
Committee.
D. The Committee shall meet bi-monthly or as needed, and provide written meeting
reports to the full Advisory Board.
VII. Amendments
The by-laws may be amended by a simple majority vote of the Advisory Board members present
at any Board or special meeting, provided that copies of the proposed amendments shall be
mailed to all Advisory Board members fourteen (14) days prior to the meeting at which said
amendment will be introduced.
Adopted – 10/25/96
Amended – 9/22/05
Amended – 2/24/16
- Page Type
- rfps
- Bid Number
- RFP-purchasing-sites-www3.erie.gov.purchasing-files-2026-10-rfp-2026-055vf-rural-transit-services-2027
- Department
- ENVIRONMENT AND PLANNING
- Opening Date
- Friday, November 20, 2026
- Pdf Enriched
- Yes
ENVIRONMENT AND PLANNINGIssuing agency·Buffalo, NY·via the Erie County NY Purchasing Department