RFP-DV-2026-022 — 2026 Holiday Market Event Design

CITY OF NEW ROCHELLE
NEW YORK
OFFICE OF PURCHASING & SUPPLY
515 NORTH AVENUE
NEW ROCHELLE, NY 10801
REQUEST FOR PROPOSALS (RFP)
2026 HOLIDAY MARKET EVENT DESIGN
RFP-DV-2026-022
DATE OF ISSUANCE: JULY 15, 2026 at 5:00PM
SITE WALKTHROUGH: JULY 22, 2026 at 10:00AM
QUESTIONS DUE BY: JULY 24, 2026 at 10:00AM
ANSWERS POSTED BY: JULY 29, 2026 at 4:00PM
SUBMISSION DEADLINE: AUGUST 5, 2026 at 3:00PM

TABLE OF CONTENTS
PART I: Bidding Procedures & Legal Core
Notice to Bidders / Advertisement for Bids ........................................................................ NTB-1
Instructions to Bidders ...................................................................................................................... ITB-1
o Includes: Submission Rules, Addenda Workflow, and the Cone of Silence
Proposal Preparation & Format Requirements ...................................................................REQ-1
General Terms and Conditions ......................................................................................................... GTC-1
o Includes: Indemnification, Termination Protocols, and FOIL Disclosures
PART II: Project Specifications & Required Submissions
CRITICAL NOTICE TO BIDDERS: All forms in this section must be fully executed, signed, and returned in a sealed
envelope to constitute a responsive bid. Failure to include any of these completed forms at the time of the public bid
opening represents an uncurable fatal defect.
Schedule A: Project Overview, Scope of Work, & Bid Proposal Price Sheet
o Project Overview & Scope of Work ...................................................................................... S-1
o Bid Proposal Price Sheet / Fee Schedule ...................................................................... S-3
Schedule B: Insurance Requirements ................................................................................................. S-5
o Includes: General Liability and NYS Statutory Mandates (Workers' Comp/DB/PFL)
Schedule C: "No Bid" Response Form .................................................................................... S-7
Schedule D: Non-Collusive Bidding Certification (Required by NYS GML 103-d) ......................... S-8
Schedule E: Statement of Bidder's Qualifications ............................................................................. S-9
Schedule F: Vendor Responsibility Form & Questionnaire .............................................................. S-10
o Includes: Business Characteristics & Integrity History
Schedule G: Sexual Harassment Policy Certification ....................................................................... S-13
Schedule H: Iran Divestment Act Certification ..................................................................... S-14
Schedule I: Certification Under Executive Order No. 16 ........................................................ S-15
Schedule J: Final Attestation & Notarized Execution ............................................................ S-16

NOTICE TO BIDDERS
CITY OF NEW ROCHELLE
NOTICE IS HEREBY GIVEN that separate, sealed proposals for 2026 HOLIDAY MARKET EVENT DESIGN,
Specification Id No. RFP-DV-2026-022, will be received by the Office of Purchasing & Supply, located at 515 North
Avenue, New Rochelle, NY, 10801, until 3:00 PM local time on Wednesday, August, 5, 2026, logged in publicly by
the purchasing department; qualitative scoring will follow via the evaluation committee.
1. DESCRIPTION OF WORK / GOODS
The City seeks a qualified event design and planning firm to develop and execute the Winter Wonderland Indoor
Holiday Market. The initiative aims to energize the winter season, attract visitors, support local vendors, and
strengthen New Rochelle's identity as a creative, family-friendly destination. The selected consultant will deliver both
a visually engaging marketplace and a comprehensive guest experience strategy covering design, operations, and
programming.
2. OBTAINING BID DOCUMENTS
Specifications, contract drawings (if applicable), and bidding sheets may be examined and obtained on or after July
15, 2026 by the following methods:
Digital Download (Preferred): Documents can be accessed via the City of New Rochelle's bid posting
portal at https://www.newrochelleny.gov/bids.aspx.
In-Person Pick Up: Printed copies may be obtained at the Office of Purchasing & Supply during regular
business hours (8:30 AM to 4:30 PM) upon payment of a non-refundable deposit of $10.00 per set. Checks
must be made payable to the City of New Rochelle.
3. BID SECURITY & SUBMISSION REQUIREMENTS
All bids must be submitted in a sealed envelope clearly marked on the outside with the Bid Title, Spec Number, and
the Name and Address of the Bidder. Bids submitted via facsimile or email will not be accepted.
4. LEGAL & COMPLIANCE REQUIREMENTS
The contractor will be required to comply with all applicable local, state, and federal laws.
Non-Collusion: Bidders must execute a Non-Collusive Bidding Certification in accordance with NYS GML
Section 103-d.
Tax Exemption: The City of New Rochelle is exempt from federal, state, and local sales taxes, and such
taxes must not be included in the bid price.
5. RESERVATION OF RIGHTS
The City of New Rochelle reserves the right to waive any informalities, minor irregularities, or technical defects in
the bids received, to reject any or all bids, or to accept any bid or part thereof which it deems to be in the best interest
of the City of New Rochelle.
FROM THE DEPARTMENT OF FINANCE
DATED: JULY 15, 2026
BY: ADAM F. ROSS, DEPUTY FINANCE COMMISSIONER
RFP-DV-2026-022 NTB-1

INSTRUCTIONS TO BIDDERS
1. DEFINED TERMS & FORMAT OF PROPOSALS
1.1 The Term "Bidder" shall mean any person, firm, or corporation submitting a proposal for the work or
commodities detailed herein. The term "Owner" or "City" shall refer to the City of New Rochelle.
1.2 All bids must be submitted on the blank Bid Proposal Sheets attached hereto. All blank spaces must be
legibly filled in using ink or typewritten. Digits must be written both in words and numbers where requested. In
the event of a discrepancy between written words and numbers, the written words shall govern.
1.3 Proposals must be signed in ink by an authorized principal of the bidding entity. If a corporation, the
corporate seal must be affixed, and the title of the signing officer must be stated.
2. DELIVERY OF BIDS & MASTER TIME CLOCK
2.1 Bids and proposals must be enclosed in a securely sealed envelope, addressed to the City of New
Rochelle, Office of Purchasing and Supply, and clearly endorsed on the outside with the Spec Number,
Bid Title, and the Name and Address of the Bidder. Please provide one (1) hard copy and one (1) digital
(USB Flash Drive) version.
2.2 Bids and proposals must be physically received by the designated office prior to the time and date specified
in the Notice to Bidders. The time-date stamp machine located in the Purchasing Office shall serve as the
official master timepiece.
2.3 Bids and proposals received after the exact time and date specified will not be considered and will be
returned to the bidder unopened. The Bidder assumes all responsibility for timely delivery, regardless of the
method of shipment chosen (including courier services, USPS, or hand-delivery).
3. INTERPRETATION OF DOCUMENTS & ADDENDA
3.1 No verbal interpretation of the meaning of the plans, specifications, or other contract documents will be
made to any bidder. Every request for interpretation must be made in writing, addressed to
aross@newrochelleny.gov and received at least five (5) business days prior to the date fixed for the opening
of bids.
3.2 Any and all such interpretations, along with any supplemental instructions, will be issued in the form of
written Addenda to the specifications. Addenda will be posted to the municipal purchasing website and/or
emailed to all prospective bidders of record no later than three (3) business days prior to the bid opening.
3.3 Failure of any bidder to receive any such addendum or interpretation shall not relieve them from any
obligation under their bid as submitted. All addenda so issued shall become a formal part of the contract
documents.
3.4 Failure of any bidder to acknowledge receipt of any issued Addenda on the designated executions sheets
within Schedule J shall constitute a material, non-curable fatal defect, and the bid submission shall be
immediately rejected as non-responsive.
4. THE CONE OF SILENCE
4.1 Establishment of the Cone: A formal blackout period, hereby designated as the Cone of Silence, is
officially established for this solicitation. The Cone of Silence shall become effective immediately upon the
public advertisement and issuance of this bid packet and shall remain in strict effect until the date the
Governing Board passes a formal resolution awarding the contract, or until the City officially rejects all bids.
RFP-DV-2026-022 ITB-1

4.2 Prohibited Contact: Except as explicitly provided in Section 4, no bidder, proposer, or prospective
vendor-including their corporate principals, employees, agents, or hired lobbyists-shall communicate, either
directly or indirectly, regarding any aspect of this active procurement with any elected official, department
head, municipal employee, evaluation committee member, or board representative of the City of New
Rochelle.
4.3 Permitted Exceptions: The Cone of Silence shall not apply to regular, transparent communication
workflows specifically designated within these contract documents, restricted exclusively to:
o The submission of formal, written questions or clarification requests directed solely to the Purchasing
Manager or the designated procurement official via aross@newrochelleny.gov .
o Publicly noticed pre-bid conferences, site walk-throughs, or interview presentations explicitly
scheduled by the Purchasing Department.
o Standard administrative communications initiated directly by the Purchasing Department to clarify a
vendor's submission details or verify bidder responsibility checks.
4.4 Penalties for Violation: Any unauthorized verbal, written, electronic, or backdoor communication by a
bidder or their agent that violates the terms of this section shall be logged by the Purchasing Department. A
verified violation of the Cone of Silence constitutes a material breach of the procurement process and shall
result in the immediate disqualification of the offending bidder's proposal as non-responsible. Furthermore,
the violating firm may be subject to a temporary or permanent debarment from participating in future municipal
bids.
5. MANDATORY CERTIFICATIONS & RESPONSIVENESS
5.1 To be considered a responsive bid, the submission must include fully executed, signed, and completed
copies of the following standard statutory certifications and background forms contained within this packet:
o Schedule A: Overview, Scope of Work, & Bid Price Sheet
o Schedule B: Insurance Requirements
o Schedule C: "No Bid" Response Form
o Schedule D: Non-Collusive Bidding Certification (Pursuant to General Municipal Law)
o Schedule E: Statement of Bidder's Qualifications
o Schedule F: Vendor Responsibility Form & Questionnaire
o Schedule G: Sexual Harassment Policy Certification
o Schedule H: Iran Divestment Act / Prohibited Entities Certification
o Schedule I: Certification Under Executive Order No. 16
o Schedule J: Submission Verification & Notarized Jurat
5.2 Failure to submit these executed documents at the exact time of the bid opening is a fatal defect that
cannot be cured after the fact, and the bid shall be deemed non-responsive.
6. WITHDRAWAL OF BIDS & AWARD PROCESS
6.1 Any bid may be withdrawn by written request, signed by the bidder, and received by the City prior to the
scheduled time for the bid opening.
6.2 No bidder may withdraw a bid within forty-five (45) days after the actual date of the opening.
RFP-DV-2026-022 ITB-2

6.3 The City reserves the right to reject any or all bids, to waive minor informalities or technical irregularities,
or to award individual items or groups of items if it is determined to be in the public interest.
7. Q&A TIMELINE
7.1 All inquiries regarding this solicitation must be submitted in writing via email to aross@newrochelleny.gov
by 10:00AM on July 24, 2026. Responses to any valid inquiries will be posted to the City's website by 4:00PM
on July 29, 2026.
RFP-DV-2026-022 ITB-3

PROPOSAL PREPARATION & FORMAT REQUIREMENTS
1. GENERAL STANDARDS
1.1 To ensure a fair, consistent, and equitable evaluation process, all proposals must be submitted in the exact
format detailed below. Proposals that deviate from these formatting rules, exceed specified page limits, or omit
required sections may be deemed non-responsive and disqualified from evaluation at the sole discretion of
the City.
1.2 Paper and Margins: All physical copies must be printed on standard 8.5" x 11" paper, double-sided, with
margins of not less than 1 inch.
1.3 Font and Spacing: Text must be typed using a standard, highly legible font (e.g., Arial, Calibri, or Times
New Roman) of not less than 11-point size, with line spacing of not less than 1.15.
1.4 Page Limit: The maximum length of the qualitative proposal is twenty-five (25) pages (excluding required
statutory schedules, cover sheets, and dividers/tabs).
2. TABBED STRUCTURE AND REQUIRED CONTENT
2.1 Proposers must organize their physical and digital submissions into the following five (5) distinct, tabbed
sections:
o TAB 1: Executive Summary & Table of Contents (Max 2 Pages)
Provide a high-level narrative detailing your firm's core qualifications, corporate history,
understanding of the City's project objectives, and a primary point of contact.
o TAB 2: Technical Methodology & Project Approach (Max 10 Pages)
Detail your firm's specific tactical approach to executing the Scope of Work located in
Schedule A. Include a comprehensive work plan, phase-based milestones, project schedules,
quality control mechanisms, and a description of the tools or software utilized if necessary.
o TAB 3: Key Personnel & Team Experience (Max 5 Pages)
Provide a corporate organization chart for the team assigned to this contract. Include brief
professional biographies or resumes highlighting similar municipal projects executed by the
project manager and key field technicians.
o TAB 4: Client References & Past Performance (Max 3 Pages)
Complete and enclose Schedule E (Statement of Bidder's Qualifications), featuring a
minimum of three (3) comparable municipal or corporate clients serviced within the past three
(3) years.
o TAB 5: Fully Executed Statutory Schedules & Sealed Price Envelope
Enclose all signed, notarized, and witnessed mandatory submission forms (Schedules B
through I).
The Bid Proposal Price Sheet (Schedule A, Section 3 &4) must be submitted in a separate,
sealed inner envelope clearly marked "PRICE PROPOSAL - DO NOT OPEN WITH
TECHNICAL SUBMISSION."
RFP-DV-2026-022 REQ-1

GENERAL TERMS & CONDITIONS
1. INDEMNIFICATION & HOLD HARMLESS
The Contractor shall defend, indemnify, and hold harmless the City of New Rochelle, its officers, officials, employees,
and volunteers from any and all claims, demands, suits, actions, damages, liabilities, losses, or expenses (including,
but not limited to, reasonable attorneys' fees and litigation costs) arising out of, relating to, or resulting from the
performance of the work, operations, or services provided under this Agreement, provided that any such claim is
caused in whole or in part by any negligent act, error, omission, or willful misconduct of the Contractor, any
subcontractor, or anyone directly or indirectly employed by them.
2. TERMINATION PROTOCOLS
2.1 Termination for Convenience: The City reserves the right to terminate this contract, in whole or in part,
at any time for its convenience upon thirty (30) days written notice to the Contractor. Upon receipt of such
notice, the Contractor shall immediately cease all work or deliveries, unless the notice dictates otherwise. The
Contractor shall be compensated for verifiable work satisfactorily completed and materials accepted up to the
effective date of termination but shall not be entitled to anticipated profits on unperformed work.
2.2 Termination for Cause: If the Contractor fails to deliver commodities or perform services within the
timeframe specified, fails to maintain required insurance coverages, complies poorly with safety regulations,
or breaches any material provision of this Agreement, the City may issue a written five (5) day Notice to Cure.
If the default is not completely remedied to the City's satisfaction within that timeframe, the City may terminate
the contract for cause immediately.
2.3 Remedies for Default: In the event of a termination for cause, the City reserves the right to procure the
required goods or services from alternative sources on the open market. The defaulting Contractor shall be
held liable to the City for any excess completion costs, administrative expenses, and legal fees incurred.
3. STATUTORY COMPLIANCE & PUBLIC RECORDS (FOIL)
3.1 Public Access to Records: All bids, proposals, contracts, and supporting documentation submitted to
the City are subject to public inspection under the state Freedom of Information Law (FOIL) or public records
access statutes.
3.2 Proprietary Markings: If a Contractor considers specific financial info, proprietary data models, or
technical trade secrets exempt from disclosure, they must explicitly identify and label those specific pages or
sections upon submission. A blanket marking of the entire document as "confidential" will not be honored. The
City reserves the final right to determine disclosure compliance under statutory guidance.
3.3 Independent Contractor Status: The Contractor is, and shall perform all duties as, an independent
contractor. Nothing contained herein shall be construed to create an employer-employee, partnership, or joint-
venture relationship.
4. EVALUATION CRITERIA MATRIX & THE "BEST VALUE" FRAMEWORK
4.1 Method of Award: This contract will be awarded under a Best Value evaluation framework to the
responsive and responsible proposer whose proposal is determined to be the most advantageous to the
City, taking into consideration both technical merit and cost. It will not be awarded solely on the basis of the
lowest price.
4.2 Evaluation Committee: All proposals received will be independently evaluated by a designated
Municipal Evaluation Committee utilizing a structured 100-point matrix.
RFP-DV-2026-022 GTC-1

4.3 Weighting Architecture: Proposals will be scored based on the following 100-point rubric:
Evaluation Criteria
Points Description & Measurement Standard
Component
Consideration will be given to respondents with strong capabilities,
experience, and proven performance in similar projects, including
expertise in large-scale event design and immersive themed
Firm Experience &
20 environments. Proposals should highlight successful work of comparable
Qualifications
size and complexity, demonstrate qualified staff and effective logistics
management, and show the ability to execute the program professionally,
thoroughly, and on schedule with efficient delivery of all required services.
Proposals will be evaluated on creativity and feasibility in meeting the
scope of work, including the originality and strength of the design vision,
Community thematic cohesion, guest experience enhancements, and the ability to
20 Enhancement & deliver memorable, family-friendly, non-denominational holiday
Creativity experiences. The consultant's ability to clearly understand and articulate
municipal needs-and demonstrate capacity to address them-will also
be a key factor in the selection process.
Proposals should demonstrate the ability to manage event operations
Operation
from concept through execution, including sourcing, rentals, installation,
Feasibility &
20 vendor coordination, on-site staffing, and breakdown. Submissions must
Project
also outline strategies to ensure safety, accessibility, and sustainability
Management
throughout the event.
Proposals support the City's economic development and cultural
Community & engagement goals by creating opportunities for local businesses, artists,
10
Economic Impact and vendors while enhancing New Rochelle's profile as a regional
destination.
Quality &
Proposal responses will be evaluated on completeness, clarity, and
20 Completeness of
accuracy to fulfill the scope of work.
Proposal
Consideration will be given to proposals presenting the most cost-efficient
10 Financial Terms terms to the City over the contract term as detailed in your Cost Proposal
Rate Sheet.
RFP-DV-2026-022 GTC-2

5. TERMS & INVOICING PROCEDURES
5.1 Base Term: The selected consultant will be required to execute the City of New Rochelle's Consultant
Services Agreement, which will govern the full performance of the scope of work outlined in this RFP.
5.2 Standard Submission: All invoice submissions for services rendered or commodities delivered under
this contract must be itemized to match the exact line-item nomenclature and unit rates established within
the approved Bid Proposal Price Sheets.
5.3 Condition Precedent to Payment: No invoice will be processed, reviewed, or approved for payment
unless it is accompanied by all mandatory backup documentation specified within the contract documents.
This includes, but is not limited to: verified progress verification reports, matching pre- and post-work digital
photography files, certified weekly payroll transcripts (if applicable), and executed lien waivers from all active
subcontractors. Failure to submit required documentation shall result in the immediate rejection of the billing
claim and a total forfeiture of payment for that specific service event until cured.
5.4 Disputed Invoices: In the event that the City finds any invoice or portion thereof to be inaccurate,
unsubstantiated, or reflective of non-conforming workmanship, the City will notify the Contractor in writing of
the deficiency. The City reserves the right to withhold payment on the disputed portion of the invoice without
penalty, interest accumulation, or chargeback while the remaining undisputed balance is processed in
accordance with standard municipal payment schedules.
6. ASSIGNMENT, SUBCONTRACTING, & NON-WAIVER
6.1 Prohibition on Assignment: The Contractor shall not assign, transfer, convey, sublet, or otherwise
dispose of this Agreement, or its right, title, or interest therein, or its power to execute such contract, to any
other person, company, or corporation without the prior written consent of the City. Any unauthorized
assignment shall be void and shall immediately terminate the contract at the City's option.
6.2 Subcontractor Approval: If subcontracting is permitted under the technical specifications, the Contractor
must submit a full list of proposed subcontractors for municipal approval prior to the commencement of work.
The Contractor remains fully responsible for the performance and compliance of all subcontractors. The use
of subcontractors is limited and must never exceed 49% of the project's value.
6.3 Non-Waiver: The failure of the City to insist upon strict performance of any term or condition of this
Agreement shall not be construed as a waiver of any subsequent breach or the right to enforce that term in
the future.
7. INTELLECTUAL PROPERTY, DATA OWNERSHIP, & PUBLIC RECORDS
7.1 Ownership of Work Product: All final reports, digital design models, custom source code, maps,
spreadsheets, data architectures, and working papers generated by the Consultant under this Agreement
shall become the sole and exclusive property of the Municipality immediately upon creation.
7.2 Transfer of Assets: Upon termination or completion of the contract, the Consultant shall deliver all
completed work products and raw data assets to the Municipality in an un-encrypted, fully accessible digital
format (e.g., unlocked Excel models, standard CAD files, or raw database sheets). The Consultant may
retain copies for archival purposes only.
7.3 No Third-Party Royalty Obligations: The Consultant warrants that all deliverables provided are free
from undisclosed third-party intellectual property restrictions, licensing fees, or continuous royalty obligations
to the Municipality.
RFP-DV-2026-022 GTC-3