RFP-CM-2026-016 - City Hall Security Assessment

Department of Finance
515 North Avenue
New Rochelle, NY 10801
(914) 654-2072
City of New Rochelle
New York
Specification No. RFP-CM-2026-016
Request for Proposal:
Comprehensive Assessment of Security Protocols at New Rochelle City Hall
1. INTRODUCTION
The City of New Rochelle is seeking proposals from qualified security consulting firms to conduct a
comprehensive assessment of security protocols at City Hall located at 515 North Avenue in New
Rochelle, New York. This assessment will include a review of physical security infrastructure,
operational procedures, and emergency preparedness measures.
The selected firm will be responsible for identifying vulnerabilities, evaluating current practices against
recognized standards and best practices, and providing actionable recommendations to strengthen
the City's overall security posture. In addition, the project includes the development or updating of
emergency response plans and the delivery of training, exercises, and other support to ensure that
City personnel are prepared to respond effectively to potential incidents.
The City anticipates that this project will enhance both the physical security environment and the
readiness of all occupants of City Hall, including staffs of both the City of New Rochelle and City School
District of New Rochelle (tenant), contributing to a safer, more secure, and well-prepared municipal
facility.
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2. PROJECT OVERVIEW
City Hall serves as the central location for municipal operations and accommodates City staff, elected
officials, and members of the public on a daily basis. The City of New Rochelle also regulates all access
points for entry and exit at City Hall. City Hall also houses, as a tenant, the administrative offices of
the City School District of New Rochelle on floors 2 and 3. The City is committed to maintaining a safe,
secure, and accessible environment for all occupants and visitors.
The City is seeking to retain a qualified security consulting firm to conduct a comprehensive
assessment of existing physical security infrastructure, policies, and procedures at City Hall. The
assessment will identify vulnerabilities, evaluate current practices against applicable standards and
best practices, and provide recommendations to enhance overall security.
In addition, the selected consultant will be responsible for developing or updating emergency
response plans addressing a range of potential incidents, including but not limited to active assailant
situations, fire emergencies, and hazardous materials events. The scope of work also includes the
provision of training and exercises designed to support implementation of these plans and to improve
staff preparedness and response capabilities.
The overall objective of this project is to strengthen physical security measures while ensuring that
City personnel are equipped with the knowledge, training, and procedures necessary to respond
effectively to emergency situations.
3. PROJECT GOALS
The primary goals of this project:
* Identify vulnerabilities, gaps, and potential risks within the City Hall security environment
* Enhance the safety and security of City staff, elected officials, and members of the public
* Strengthen access control measures while maintaining appropriate public accessibility
* Modernize and improve physical security infrastructure, systems, and technologies
* Evaluate and enhance existing security policies, procedures, and protocols
* Develop comprehensive emergency response plans for a range of potential incidents
* Improve organizational preparedness through training, exercises, and implementation support
* Provide clear, actionable, and cost-effective recommendations to guide decision-making and
implementation
4. SCOPE OF SERVICES AND DELIVERABLES
The selected consultant will provide services organized into the following tasks. Proposers should
provide a cost breakdown for each task.
4.1. Task 1: Project Initiation and Coordination
* Kick-off meeting with City leadership and project stakeholders
* Development of a detailed work plan and schedule
* Coordination with designated City staff throughout the project
Deliverable: Project work plan and schedule
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Fee Type: Consultant shall propose a total lump sum for this phase, inclusive of any anticipated
reimbursables and sub-consultant fees. Fee breakdown identifying staff hourly rates and sub-
consultant costs shall also be provided.
4.2. Task 2: Security Assessment of Facilities
* Conduct a comprehensive on-site evaluation of City Hall, including:
o Building access points and entry control systems
o Visitor management procedures
o Surveillance systems (CCTV)
o Alarm and emergency notification systems
o Interior and exterior lighting
o Physical layout, barriers, and site design
o Security staffing and deployment (if applicable)
Deliverable: Existing Conditions Assessment Summary
Fee Type: Consultant shall propose a total lump sum for this phase, inclusive of any anticipated
reimbursables and sub-consultant fees. Fee breakdown identifying staff hourly rates and sub-
consultant costs shall also be provided.
4.3. Task 3: Stakeholder Engagement
* Conduct interviews, and/or site walk-throughs with key stakeholders, including but not
limited to:
o City Management and Administrative Staff
o Police Department
o Fire Department
o Information Technology
o City School District of New Rochelle Management and Administrative Staff
Deliverable: Stakeholder Engagement Summary and Key Findings
Fee Type: Consultant shall propose a total lump sum for this phase, inclusive of any anticipated
reimbursables and sub-consultant fees. Fee breakdown identifying staff hourly rates and sub-
consultant costs shall also be provided.
4.4. Task 4: Policy and Procedure Review
* Review current policies and procedures, including:
o Access control protocol
o Emergency response procedures (e.g., evacuation, lockdown)
o Incident reporting and response practices
Deliverable: Policy and Procedure Assessment Memo
Fee Type: Consultant shall propose a total lump sum for this phase, inclusive of any anticipated
reimbursables and sub-consultant fees. Fee breakdown identifying staff hourly rates and sub-
consultant costs shall also be provided.
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4.5. Task 5: Risk Analysis and Gap Identification
* Identify vulnerabilities, gaps, and areas of concern
* Benchmark against industry standards and best practices
Deliverable: Risk and Vulnerability Assessment Report
Fee Type: Consultant shall propose a total lump sum for this phase, inclusive of any anticipated
reimbursables and sub-consultant fees. Fee breakdown identifying staff hourly rates and sub-
consultant costs shall also be provided.
4.6. Task 6: Recommendations and Implementation Plan
* Develop detailed, actionable recommendations, including:
o Physical security improvements
o Technology upgrades
o Policy and procedural enhancements
* Prepare:
o Prioritized implementation plan (short-term and long-term)
o Budgetary cost estimates
o Conceptual plans or diagrams, as applicable
Deliverable: Draft and Final Security Recommendations and Implementation Plan
Fee Type: Consultant shall propose a total lump sum for this phase, inclusive of any anticipated
reimbursables and sub-consultant fees. Fee breakdown identifying staff hourly rates and sub-
consultant costs shall also be provided.
4.7. Task 7: Emergency Preparedness Planning
* Develop or update emergency response plans, including:
o Active assailant (active shooter) response
o Fire emergencies
o Hazardous materials (hazmat) incidents
o Evacuation and shelter-in-place procedures
Deliverable: Comprehensive Emergency Response Plan(s)
Fee Type: Consultant shall propose a total lump sum for this phase, inclusive of any anticipated
reimbursables and sub-consultant fees. Fee breakdown identifying staff hourly rates and sub-
consultant costs shall also be provided.
4.8. Task 8: Training and Exercises
* Develop and conduct:
o Staff training sessions
o Tabletop exercises with leadership and key departments
o One coordinated drill or provide a detailed drill plan
* Provide recommendations for ongoing preparedness efforts
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Deliverable: Training Materials, Exercise Documentation, and After-Action Summary
Fee Type: Consultant shall propose a total lump sum for this phase, inclusive of any anticipated
reimbursables and sub-consultant fees. Fee breakdown identifying staff hourly rates and sub-
consultant costs shall also be provided.
4.9. Task 9: Final Reporting and Presentation
* Compile all findings into a final report
* Present findings and recommendations to City leadership
Deliverable: Final Report and Presentation
Fee Type: Consultant shall propose a total lump sum for this phase, inclusive of any anticipated
reimbursables and sub-consultant fees. Fee breakdown identifying staff hourly rates and sub-
consultant costs shall also be provided.
5. PROPOSED PROJECT SCHEDULE
The City anticipates the total project duration to be between 4 and 6 months. Below is the project duration
by Tasks:
* Tasks 1-3 (Initiation, Assessment, Stakeholder Engagement): 6-8 weeks
* Tasks 4-5 (Policy Review & Risk Analysis): 4-6 weeks
* Task 6 (Recommendations & Implementation Plan): 4-6 weeks
* Task 7 (Emergency Planning): 4-6 weeks (may overlap with Task 6)
* Task 8 (Training & Exercises): 3-4 weeks
* Task 9 (Final Report & Presentation): 2-3 weeks
6. PROPOSAL DUE DATE
Sealed proposals will be accepted up until 3:00 p.m. on May 27, 2026 in the Purchasing Office, City of
New Rochelle City Hall, 515 North Avenue, New Rochelle, N.Y. 10801 and mailed to the attention of
Ivonne Droese-Solomon, Principal Clerk. Please note "Spec # RFP-CM-2026-016" on your outside
mail package.
The City of New Rochelle is a sponsor of the Westchester Affirmative Action Equal Employment
Agreement and strongly encourages all firms qualified and certified as Women/Minority Business
Enterprises (W/MBE) to submit proposals.
7. PRE-PROPOSAL MEETING
A pre-proposal site visit regarding this RFP will be hosted on May 06, 2026 at 10:00 a.m. Attendance
at this site visit is not mandatory, but is highly encouraged. The site visit will be held at New Rochelle
City Hall located at 515 North Avenue in New Rochelle, NY. The meeting will begin at the Security Desk
located off of the City Hall Parking Lot which is accessible from North Avenue or Beaufort Place.
8. PRE-PROPOSAL QUESTIONS
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All questions must be submitted in writing via e-mail, no later than noon, May 11, 2026, to
aross@newrochelleny.gov. The City will post the answers to the questions received on the City's
website no later than 4:30 p.m., May 18, 2026.
The City reserves the right to amend the RFP based on questions and issues raised at any time prior
to the RFP submission deadline.
9. GENERAL
9.1. The proposal, as presented, shall remain valid for a period of ninety (90) days from proposal due
date.
9.2. No charge will be allowed for federal, state, municipal sales, and excise taxes from which the City
is exempt. Exemption certificates, if required, will be forwarded.
9.3. Any deviations from the specifications are to be so noted and fully explained. Deviations will be
analyzed, and if deemed to be in the best interests of the City, specification requirements may
be waived.
9.4. It shall be the responsibility of each vendor to call to the attention of the City any apparent
discrepancy in the specifications or any question of interpretation thereof. Failure to do so
constitutes acceptance as written.
9.5. The City reserves the right to "revise" or "amend" the proposal specifications prior to the
proposal due date by "written addenda".
10. ADDENDUMS
A Respondent, prior to submitting its response, shall check the City's website to see if any Addendum
or Addenda has/have been issued for the RFP and, if so, the Respondent must establish in writing that
they have received any and all Addendum or Addenda issued for the RFP. Exhibit D must be completed
with all responses.
11. PROPOSAL FORMAT/SUBMISSION REQUIREMENTS
The proposal should address each item as listed in each section and numbered/labeled identical to
this RFP. Proposals must include clear descriptions of the firm's capabilities to perform the
requirements of the RFP and shall include the following:
11.1. Transmittal Letter - This letter should outline the firm's ability to provide the experience
and scope of services requested. Please describe the company's size, management and
ownership, including:
Name
Primary Address
Primary Telephone Number
Primary Fax Number
Primary Email
Name & Title of Primary Contact Individual
Number of Employees
Number of Years in Business
Company's Legal Status
Tax ID Number
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State under which the entity is organized.
Awarded vendor must provide a copy of their New York State Certificate of
Incorporation with bid response. Bidders not incorporated in New York State must
produce a Certificate to Do Business in the State of New York from the New York
Secretary of State at time of bid submission.
This letter must be signed by an officer who is authorized to bind the Consultant and state
that the proposal is binding for 90 days from the submission deadline for proposals.
11.2. Staff Experience - Include a brief description of each key staff assigned to a typical project.
Identify any sub-consultants proposed to serve on the project as well.
11.3. Project Approach / Requirements & Capabilities - Describe how the Consultant's
approach will meet the particular needs of this RFP. Submit a detailed statement and applicable
information on how you or your firm meets the requirements and/or qualifications. Include copy
of all applicable licenses.
11.4. Work Samples - Include samples of work relevant to the Scope of Work(s) proposed.
11.5. References - Submit a list of at least two (2) references (including contact persons names
and phone number) for which similar services have been provided. Your company must
demonstrate that it has successfully completed services similar in scope to that requested in this
proposal.
11.6. Vendor shall execute Exhibit A, Non-Collusive Bidding Certificate enclosed.
11.7. Vendor shall complete Exhibit B, Vendor Responsibility Form enclosed.
11.8. Vendor shall complete Exhibit C, Price Proposal. Price Proposal (MUST BE SUBMITTED IN
A SEALED ENVELOPE, SEPARATE FROM THE TECHNICAL PROPOSAL. FAILURE TO ADHERE TO
THIS INSTRUCTION WILL RESULT IN AUTOMATIC DISQUALIFICATION OF YOUR PROPOSAL).
11.9. Vendor shall complete Exhibit D, Acknowledgement of Addenda.
11.10. Vendor shall complete Exhibit E, Certification Under Executive Order No. 16 Prohibiting
State Agencies and Authorities from Contracting with Businesses Conducting Business in Russia.
11.11. Has the firm been in bankruptcy, reorganization or receivership in the last 5 years? If so,
please explain current status.
11.12. Has the firm/individual been disqualified or terminated from any public agency? If so,
please explain under what circumstances this disqualification or termination occurred.
11.13. Proposals should be placed in a sealed envelope with the RFP Spec No. RFP-CM-2026-016
and the name of the firm clearly labeled on the envelope. Sealed bids should be delivered to the
Department of Finance Office of Purchasing. Please provide one (1) hard copy and one digital
version of your proposal.
12. QUALIFICATION REQUIREMENTS
The following list is the minimum qualification requirements:
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A firm with at least five (5) years of experience providing similar services as described in this
RFP.
At least three (3) references from clients currently/previously served for which similar
services have been provided. At least one (1) of the references must be from a similarly size
Municipality. Please include:
o Client organization's name.
o Client organization's address.
o Contact individual, title, project role, phone number and email address.
o Project start and end dates.
o Brief description of services provided.
o Links/and or electronic files of any publicly-available deliverables or reports.
o Dollar value of work.
13. AWARD CRITERIA
The City of New Rochelle reserves the right to award this RFP to the respondent who presents a
proposal that best meets the requirements as listed herein and represents the most beneficial
procurement as determined by the City. The award of a contract for the described services will be
made by the City's RFP Evaluation Committee. If an agreement is not reached within a reasonable
period, the City may pursue negotiations with the next ranked firm or reissue the RFP altogether.
Firms may be asked to meet with the Evaluation Committee and the City Council.
Proposals will be evaluated and scored on the basis of the following criteria:
MAXIMUM
EVALUATION CRITERIA
POINTS
Firm Experience & Qualifications
Consideration will be given to proposers demonstrating strong capabilities,
experience and reputation in undertakings similar to those described in this RFP,
and providing authoritative documentation of their financial soundness and
stability.
* Experience of the firm in assignments of similar size, scope and complexity 30
* Experience of key personnel in assignments of similar size, scope and
complexity
* Familiarity of the Project goals and understanding of the work to be
completed.
* References/Past Performances
Project Approach & Methodology
Clarity, quality, and feasibility of the proposed approach; understanding of project 25
goals; incorporation of best practices
Stakeholder Engagement Strategy
Approach to engaging the required staff; ability to collaborate effectively with 10
multiple departments
Emergency Planning & Training Approach
Quality of proposed methodology for developing emergency plans and conducting 10
training, tabletop exercises, and drills
Cost Proposal
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* Overall cost competitiveness
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* Cost breakdown clarity and transparency
* Demonstrated value relative to scope and approach
* Consideration will be given to proposals that present the best value to the
City over the term of the contract.
The City reserves the right to waive any minor deviation in proposal responses received when such
waiver is in the best interests of the City, and reserves the right to modify any requirements, terms or
conditions as outlined in this request for proposal (RFP) when such modification(s) is in the best
interests of the City.
Proposals will only be accepted from thoroughly competent and experienced individuals or entities
as determined solely by the City of New Rochelle. Respondents are responsible for submission of
accurate, adequate and clear descriptions of the information requested. Omissions, vagueness or
inaccurate descriptions or responses shall not be interpreted in favor of the bidder and shall be
grounds for bid rejection.
This document is not an offer to contract but is an RFP as defined herein, to satisfy specific user
requirements of the City of New Rochelle. Neither the issuance of the RFP, preparation and
submission of a response, nor the subsequent receipt and evaluation of any response by the City of
New Rochelle, will commit the City to award a contract to any vendor even if all the user requirements
in the RFP are met. Only the execution of a written contract will obligate the City in accordance with
the terms and conditions contained in such contract.
The City reserves the right to award this Request for Proposal through either the City of New Rochelle,
New Rochelle Corporation for Local Development or the New Rochelle Industrial Development
Agency.
14. TERMS OF CONTRACT
Selected vendor will be required to sign a City of New Rochelle Professional Services Agreement.
15. PROPRIETY INFORMATION
The New York State Freedom of Information Law, Public Officers Law, Article 6, provides for public
access to information. Public Officers Law, Section 87(d)(2) provides for exceptions to disclosure for
records or portions thereof that are "trade secrets or are submitted to an agency by a commercial
enterprise or derived from information obtained from a commercial enterprise and which if disclosed
would cause substantial injury to the competitive position of the subject enterprise." Information
that the proposer wishes to have treated as proprietary and confidential trade information should be
identified and labeled "Confidential" or "Proprietary" on each page at the time of submittal. This
information should include a written request to except it from disclosure, including a written
statement of the reasons why the information should be excepted.
16. RIGHT TO REJECT PROPOSALS
This Request for Proposal (RFP) does not commit the City to award a contract, pay any cost incurred
in the preparation of a proposal in response to this RFP or to procure or contract for services. The
City intends to award a contract(s) on the basis of the best interest and advantage to the City and
reserves the right to accept or reject any or all proposals received as a result of this RFP, to negotiate
with any or all qualified proposers or to cancel this RFP in part or in its entirety, if it is in the best
interest of the City to do so.
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17. CANCELLATION CLAUSES
Any violation of the terms, conditions, requirements and/or non-performance of the agreement
resulting from this RFP shall result in immediate cancellation. The agreement may be cancelled by
the City for any other reason(s) upon thirty (30) days written notice.
18. ASSIGNMENT
The awarded vendor shall not assign the contract or any part thereof without the written approval
from the City.
19. LIABILITY REQUIREMENTS
The successful bidder shall supply and maintain insurance which defends, indemnifies and holds
harmless the City of New Rochelle, its officers, employees and agents from and against any and all
liability, damage claims, demands, costs, judgments, fees, attorney's fees or loss arising directly out
of acts or omissions hereunder by the contractor or third party under the direction or control of the
contractor. The successful bidder must furnish the City with Certificate of Insurance and Endorsement
prior to commencement of work. The required coverage shall not be less than the following:
Workers Compensation (Form C105.2) Statutory Requirements
NY State Disability (Form DB120.1) Statutory Requirements
General Liability (Acord-25) $2,000,000 Per Occurrence
Automobile Liability $1,000,000 Owned, Scheduled, Hired, Non-Owned
Professional Liability (Per Occurrence) $2,000,000 Per Occurrence
Endorsement Page CG-2010 Lists the City of New Rochelle as additionally insured
"Contractual Liability" Must be printed on Certificate
The certificate holder should be listed as:
City of New Rochelle
515 North Avenue
New Rochelle, NY 10801
Description box on COI (Acord-25):
City of New Rochelle is included as an additional insured on a primary and non-contributory basis.
30-days' notice of cancellation endorsement.
INSURANCE CERTIFICATES SHALL NAME THE CITY OF NEW ROCHELLE AS ADDITIONAL INSURED PARTY
AND SHALL STATE THAT ALL COVERAGE SHALL BE PRIMARY TO ANY OTHER INSURANCE COVERAGE
HELD BY THE CITY.
"The City of New Rochelle is named as an additional insured party for all general and excess liability
coverage based on the contractual liability of the named insured. Such general and excess liability
coverage shall be primary to any other coverage carried by the City of New Rochelle with respects to
acts or omissions of the named insured."
It is intended by the parties hereto that the general and excess liability insurance provided by the
contractor shall be primary to any other coverage carried by the City of New Rochelle with respect to
liability coverage arising out of any act or omissions by the contractor. The City of New Rochelle will
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