Temporary Work Experience Payrolling Services

Agency:	RochesterWorks
State:	New York
Type of Government:	State & Local
NAICS Category:	561320 - Temporary Help Services
Posted Date:	Aug 10, 2026
Due Date:	Aug 28, 2026
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

ADDED: August 10, 2026

Request for Proposal | PDF

Questions or requests for clarification must be submitted no later than Monday, August 17th, 2026.

DUE: Friday, August 28th, 2026, no later than 12 PM.

Contact Lee Koslow

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ROCHESTERWORKS, INC.

Request for Proposal

Temporary Work Experience Payrolling Services

Issued August 10, 2026

Procurement milestone

RFP released

Questions due

Proposals due

Staff recommendation to the Board

Anticipated award announcement

Anticipated contract execution

Service start

Date / time

Monday, August 10, 2026

Monday, August 17, 2026

Friday, August 28, 2026, 12:00 p.m. ET

Tuesday, September 15, 2026

Friday, September 18, 2026

Wednesday, September 30, 2026

Thursday, October 1, 2026

PROPOSALS MUST BE RECEIVED BY THE DEADLINE ABOVE.

Submit electronically to Lee Koslow, Director of Workforce System Performance, at

Lkoslow@rochesterworks.org

1. Background and Purpose

Background

RochesterWorks, Inc. (RWI), a nonprofit organization, has been designated by the County

of Monroe and the City of Rochester to administer workforce investment funds targeted for

Monroe County. RWI serves as fiscal agent and research and development staff for the

Monroe County/Rochester Workforce Development Board and manages the local

workforce investment system.

RWI is located at 100 College Ave., Suite 200, Rochester, New York 14607. Additional

information is available at https://rochesterworks.org.

Temporary Work Experience Payrolling Services • 2026 | 1

Purpose

RWI is seeking proposals from experienced, qualified contractors to serve as employer of

record and provide temporary work experience payrolling services for Adult and Youth

participants. Respondents may propose to serve either or both categories. RWI may make

one or multiple awards.

2. Scope and Participant Profiles

A. Work Experience Tryouts for Adults, Ages 18 and Over

RWI will match and directly place Adult career center participants in work experience

tryouts at work sites throughout the nine-county Finger Lakes region: Genesee, Livingston,

Monroe, Ontario, Orleans, Seneca, Wayne, Wyoming, and Yates. Work sites may be for-

profit or nonprofit organizations in office, manufacturing/production, clinical health care,

retail, professional, construction, and other occupational settings.

• Approximately 50 Adult participants are projected annually.

• Most assignments will last two to four weeks; selected occupations may require six,

eight, or more weeks.

• Participants should be paid at an hourly rate comparable to a new direct hire of the

work site.

• The contractor may be asked to assist with online applications, identity

documentation, legally permissible screenings, and participant or employer

orientation.

• The contractor will obtain work-site feedback and provide RWI an update during the

first week and thereafter as concerns arise or RWI requests.

• Participants may convert to regular work-site employment at the end of the tryout

without a conversion or buyout fee.

B. Paid Work Experience for Youth, Ages 14 to 24

RWI and its contracted youth service providers will match and directly place youth in year-

round and summer work experiences at public, for-profit, and nonprofit work sites

throughout Monroe County. Assignments may include clerical/office, retail, child care,

landscaping, light production/maintenance, and other positions. Duties for participants

under age 18 must comply with applicable New York State minor-employment

requirements (see https://dol.ny.gov/employment-minors for details on the applicable

New York State statutes).

• Approximately 730 Youth participants are projected annually: 500 year-round and 230

summer participants.

• Year-round assignments generally last 4 to 16 weeks; summer assignments generally

last 6 to 10 weeks.

• Participants must be paid at least the applicable minimum wage and may work varying

schedules.

Temporary Work Experience Payrolling Services • 2026 | 2

• Youth orientations are expected at least every two months for year-round programming

and as needed for summer programming and employer representatives.

• Participants may convert to regular work-site employment at the end of the placement

without a conversion or buyout fee.

C. Common Service Expectations

• One consistent markup rate must apply across industries and occupations within each

category proposed. Respondents may quote one Adult rate and one Youth rate.

• Past contracts have required weekly payroll. The proposal must state the proposed

payroll frequency and payment methods, including direct deposit and check options.

• Optional value-added services—such as employer outreach in target sectors or

partnerships that help youth establish bank accounts—should be identified separately.

3. Contractor Responsibilities

The selected contractor will be required to:

• Assume and perform all legal responsibilities of the employer of record, including wage

payment, tax withholding and reporting, unemployment insurance, workers’

compensation, required notices, minor-worker documentation, employment records,

complaint response, discipline and termination administration, and compliance with

applicable federal, state, and local employment laws.

• Complete participant onboarding and offboarding; collect required forms and

identification; and conduct work-site-required drug tests or background checks only

when lawful and authorized.

• Collect and process supervisor-approved timecards accurately; issue payroll on the

agreed schedule; provide direct deposit and/or checks; and issue final pay in

accordance with law.

• Prepare and remit all required federal and state payroll taxes and provide required

forms, including W-2 and W-4 documentation.

• Maintain workers’ compensation and commercial general liability coverage; prepare

workers’ compensation reports; manage claims; and provide certificates of insurance

before contract execution.

• Address participant complaints, workplace incidents, discipline, termination, wage

issues, and employment-related claims; promptly escalate material matters to RWI.

• Maintain secure payroll, personnel, tax, timecard, screening, and incident records for

legally required retention periods and provide records to RWI upon request, subject to

applicable confidentiality requirements.

• Provide timely participant and administrator support, including orientation, payroll

inquiries, corrections, escalation, and coordination with RWI and work sites.

• Provide accurate invoices and reports showing participant identifier, program, work

site, pay period, hours, wage rate, gross wages, employer payroll costs, markup,

adjustments or credits, and total due.

Temporary Work Experience Payrolling Services • 2026 | 3

• Provide RWI with a participant progress update during the first week of Adult

assignments, when work-site concerns arise, and at other times requested by RWI.

4. Contract Term, Procurement Schedule, and RFP Conditions

Contract Term

The initial contract term is expected to run from October 1, 2026 through September 30,

2027, with up to three one-year renewals based on funding availability, satisfactory

contractor performance, and successful negotiation of contract terms. An award does not

guarantee a minimum number of participants or expenditures. RWI may allocate

assignments based on population, geography, industry, work-site requirements, capacity,

performance, and price.

Questions, Clarifications, and Addenda

Questions must be submitted to Lee Koslow at Lkoslow@rochesterworks.org no later

than Monday, August 17, 2026. Only written responses or addenda issued by RWI are

official. Respondents are responsible for reviewing all issued addenda, which become part

of this RFP. Responses will be posted at https://rochesterworks.org/request-for-

proposals/.

RFP Conditions and Reservations

RWI reserves the right to amend, suspend, reissue, or cancel this RFP; reject any or all

proposals; waive minor irregularities; request clarifications, references, demonstrations,

or interviews; negotiate with one or more respondents; and make one or multiple awards

by population, geography, industry, or service capacity. This RFP does not obligate RWI to

award a contract or reimburse proposal preparation costs.

The RFP, issued addenda, the successful proposal, and negotiated contract will form the

agreement. Respondents must identify material exceptions to the RFP or anticipated

contract terms. RWI may reject a proposal as nonresponsive when required information is

omitted.

5. Proposal Requirements

Submit one proposal of no more than six narrative pages. The cover page, rate sheet,

certifications, and references are excluded from the narrative page limit. Do not submit

separate proposals for Adult and Youth services.

1. Organization, contacts, and eligibility. Provide the organization’s legal name, address,

telephone number, website, President/CEO, contract manager, and authorized

representative empowered to negotiate and bind the organization. Identify the category

or categories proposed (Adult and/or Youth), office locations and regional service

capacity, any subcontractors, and the prime respondent responsible for all performance.

Confirm the organization is legally eligible to contract and is not suspended or debarred.

2. Experience, qualifications, and capacity. Describe relevant employer-of-record and

payrolling experience, including work with public workforce programs, youth, minor

Temporary Work Experience Payrolling Services • 2026 | 4

workers, multi-work-site operations, and the manufacturing, professional and business

services, health care, and construction sectors. Describe staffing depth, financial and

organizational capacity, and the maximum number of participants that can be served

weekly.

3. Technical and implementation approach. Describe the workflow for implementation,

onboarding, timecards, payroll, payment methods, tax compliance, minor-worker

documentation, screenings, participant support, incident response, records, reporting,

invoicing, and offboarding. Include startup milestones, responsible parties, system

setup, communications, testing, and readiness by October 1, 2026.

4. Service levels and continuity. State payroll frequency, standard onboarding

turnaround, payroll correction timeframe, participant support hours, escalation

contacts, and contingency arrangements for system outages, staffing disruptions,

delayed timecards, and other interruptions.

5. Pricing. Provide one consistent markup rate for each category proposed (Adult and/or

Youth). The rate must include payroll taxes, insurance, workers’ compensation,

onboarding, routine payroll processing, payment methods, reporting, account

management, and other administrative costs unless specifically identified as an

allowable pass-through expense. Identify all startup, technology, check, replacement-

card, off-cycle payroll, screening, or other fees. Pricing must remain firm throughout the

initial term; state any proposed renewal-year adjustments. The markup must include the

contractor’s administrative cost of arranging screenings. RWI will reimburse a

documented third-party screening charge only when a participant does not clear the

screening and no wages are processed for that placement.

6. Value-added services. Describe optional services that would improve participant or

employer outcomes, such as targeted employer outreach or access to banking services.

Clearly distinguish optional services from required services and identify any associated

cost.

7. References, disclosures, and certifications. Provide three references for similar work,

including at least one public workforce, youth employment, or multi-work-site payroll

engagement. Disclose material litigation, wage-and-hour claims, tax delinquencies,

workers’ compensation issues, government sanctions, actual or potential conflicts of

interest, and proposed exceptions to RFP or contract terms. Confirm that participants

may be hired by work sites without a conversion or buyout fee.

6. Evaluation and Award

Proposals will first be reviewed for responsiveness and completeness. Responsive

proposals will be evaluated using the criteria below. RWI may verify references, request

clarifications, or conduct finalist interviews before award.

Temporary Work Experience Payrolling Services • 2026 | 5

This page summarizes the opportunity, including an overview and a preview of the attached documents.

* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.

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