RFP-CM-2026-016 - City Hall Security Assessment
| Location: | New York |
|---|---|
| Posted: | Apr 29, 2026 |
| Due: | May 27, 2026 |
| Agency: | City of New Rochelle |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | RFP-CM-2026-016 |
| Publication URL: | To access bid details, please log in. |
| Bid Number: |
RFP-CM-2026-016
|
| Bid Title: |
RFP-CM-2026-016 - City Hall Security Assessment
|
| Category: | *Current Bids & RFPs |
| Status: | Open |
|
Attachment Preview
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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