RFP-DV-2026-011 - 11 Garden St Community Space Operator

Department of Finance
515 North Avenue
New Rochelle, NY 10801
(914) 654-2072
Adam F. Ross Ivonne Droese-Solomon
Deputy Commissioner Purchasing Specialist
City of New Rochelle
New York
Specification No.
RFP-DV-2026-011
Request for Proposal:
11 Garden Street Community Space
Operator
1) INTENT/BACKGROUND/OVERVIEW
INTENT
The City of New Rochelle is seeking proposals from qualified teams or partnerships of organizations-
particularly, but not limited to, non-profits-to jointly operate, manage, program, and activate the
Community Incubator Space at 11 Garden Street as a vibrant, inclusive, and highly utilized community asset.
The selected operator team will be responsible for managing day-to-day operations and delivering a robust
programming model that serves residents across age groups-from youth to seniors-while supporting
entrepreneurship, cultural engagement, education, and community well-being. Through intentional
activation and inclusive programming, the Community Incubator Space will serve as a platform for testing
ideas, building relationships, and bringing community-driven solutions to life.
Programming may include, but is not limited to, hands-on workshops, skill-building classes, youth
enrichment and mentorship programs, cultural events and performances, small business and
entrepreneurship support, health and wellness activities, pop-up markets, and community-led initiatives.
The City encourages proposers to design programming that blends education, creativity, and practical
application, while creating multiple entry points for participation and fostering a sense of belonging and
ownership among residents.
Proposals that demonstrate creativity, cultural competency, and a clear strategy for sustained community
engagement through a strong roster/team of organizations will be viewed favorably.
The selected operator will be onboarded after the space is physically ready to be fully operational and
certified for occupancy.
BACKGROUND
The Community Incubator Space at 11 Garden Street represents a physical manifestation of the City of New
Rochelle's broader economic development, cultural, and community-building ecosystem. Rather than
operating as a standalone facility, the space is intentionally designed to be a reflection of the City's ongoing
investments, programs, and partnerships that support small businesses, workforce development, youth and
senior engagement, arts and culture, and neighborhood vitality.
This initiative builds upon and complements the City's existing efforts to provide residents with new
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community spaces, reduce barriers to opportunity, and create inclusive pathways for residents to participate
in and benefit from New Rochelle's continued growth. The Community Incubator Space is envisioned as a
connective platform-linking residents to resources, entrepreneurs to markets, artists to audiences, and
community organizations to shared infrastructure-while reinforcing the City's long-term vision for a
resilient, equitable, and vibrant community.
OVERVIEW
The City of New Rochelle is seeking proposals from qualified teams or partnerships of organizations-
particularly, but not limited to, non-profits-to jointly operate and program the Community Incubator Space
at 11 Garden Street, New Rochelle, NY, delivering the full range of identified services in alignment with prior
community engagement and assessed needs.
The facility comprises approximately 8,016 square feet across two floors, 3,431 square feet on the first floor
and 4,585 square feet on the second. The space is currently in a core and shell stage, but the designed flexible
layout is intended to accommodate workshops, classes, small performances, collaborative workspaces, pop-
up events, and community gatherings, and includes a commercial kitchen.
The space is envisioned as a dynamic gathering place where residents from across the city can come together
to learn, create, collaborate, and connect. Community programming is expected to be intentional,
accessible, and reflective of New Rochelle's diversity, offering opportunities for residents of all ages-youth,
families, working adults, seniors, entrepreneurs, and creatives-to engage in meaningful activities that
support personal growth, economic opportunity, and community well-being. These are all elements
identified during the community engagement efforts around this asset in the past years.
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2) PROPOSAL DUE DATE
Sealed proposals will be accepted up until 3:00 p.m. on May 6, 2026. Envelopes can be hand delivered
or mailed to the Purchasing Office, City of New Rochelle City Hall, 515 North Avenue, New Rochelle,
NY 10801, to the attention of Ivonne Droese-Solomon. Please note RFP-DV-2026-011 on your outside
mail package.
3) PRE-PROPOSAL MEETINGS
An on-site pre-proposal meeting will be held on 9:30 am April 23, 2026, at 11 Garden Street in New
Rochelle, NY.
Attendance is not mandatory but is highly encouraged.
The City reserves the right to amend the RFP based on questions and issues raised at any time
before the RFP submission deadline.
4) PRE-PROPOSAL QUESTIONS
All questions must be submitted in writing via e-mail to Ivonne Droese-Solomon, Purchasing
Specialist, at idroese@newrochelleny.gov, no later than noon on April 27, 2026. The City will post the
answers to the questions received on its website no later than 4:30 p.m. on April 29, 2026.
The City reserves the right to amend the RFP based on questions and issues raised at any time before the
RFP submission deadline.
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5) ADDENDUMS
A Respondent, before 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. See attached Exhibit D.
6) CONE OF SILENCE
Cone of Silence, means a prohibition on any communication regarding a particular Request for
Proposal ("RFP"), Request for Qualification ("RFQ") or Request for Bid ("RFB").
Pursuant to State Finance Law 139-j and 139-k, this solicitation includes and imposes certain
restrictions on communications between the City and a Bidder during the procurement process. A
Bidder is restricted from contacting, other than designated staff, from the earliest notice of intent to
solicit offers through final award and approval of the Procurement Contract by the Designated
Contracting Officer ("Restricted Period") unless it is a contact that is included among certain statutory
exceptions set forth in State Finance Law 139-j(3)(a). City employees are required to obtain certain
information when contacted during the Restricted Period. The designated staff contact is the Deputy
Finance Commissioner or his/her representative, telephone (914) 654-2072. Bidders responding to
this RFP must familiarize themselves with these State Finance Law requirements and will be
expected to affirm that they understand and agree to comply in their Proposal.
7) SCOPE OF WORK
The selected operator team shall be responsible for the comprehensive management, activation, and
programming of the Community Incubator Space at 11 Garden Street. The Scope of Work is intended to ensure
the space operates as a high-impact, inclusive community hub and as an extension of the City of New Rochelle's
broader economic development ecosystem.
Key responsibilities include, but are not limited to, the following:
1. Facility Operations and Management
* Manage day-to-day operations of the Community Incubator Space, including scheduling, space
coordination, and general oversight.
* Ensure the space is maintained as a welcoming, accessible, and professional environment for all
users.
* Coordinate usage across multiple program types, partners, and audiences to maximize daily and
weekly utilization of the space.
* Develop and enforce policies related to space use, safety, access, and conduct.
* The operator is responsible for daily cleaning and trash disposal of the space.
2. Community Programming and Activation
* Design and deliver a diverse, year-round programming calendar that reflects community needs
and City priorities.
* Offer programming that supports:
o Entrepreneurship and small business development
o Youth development, mentorship, and educational enrichment
o Arts, culture, and creative expression
o Health, wellness, and community support
* Balance recurring programs with flexible, pop-up, and pilot initiatives that allow for
experimentation and community-led ideas.
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* Activate the space during evenings and weekends, as appropriate, to ensure broad community
access.
3. Entrepreneurship and Business Incubation
* Provide structured opportunities for aspiring and existing entrepreneurs to access resources,
mentorship, and workspace.
* Support food-based entrepreneurs through programming and access related to the commercial
kitchen.
* Facilitate pop-up retail, showcases, or demonstrations that allow entrepreneurs to test concepts
and build customer relationships.
* Coordinate with City-led business support initiatives to create clear pathways for business growth.
4. Youth, Workforce, and Skill Development
* Deliver or host programs that support academic achievement, leadership development, career
exploration, and workforce readiness.
* Partner with schools, nonprofits, and workforce organizations to expand youth access to
enrichment opportunities.
* Ensure programming is developmentally appropriate and inclusive across age groups.
5. Partnerships and Ecosystem Integration
* Establish and maintain partnerships with local nonprofits, educators, artists, entrepreneurs,
service providers, and institutions.
* Align programming with the City's broader economic development, cultural, and community
initiatives.
* Serve as a connector between residents and City resources, programs, and opportunities.
6. Senior Programming and Engagement
* Develop and deliver programming for senior residents that promotes social connection, lifelong
learning, and health and wellness, including educational, cultural, and digital literacy activities.
* Partner with senior-serving organizations and service providers to expand offerings, increase
accessibility, and ensure programming reflects the needs and interests of older adults.
* Create inclusive opportunities for seniors to participate as mentors, facilitators, or contributors
to broader community programming, including intergenerational activities.
7. Community Engagement and Responsiveness
* Actively solicit community input to inform programming priorities and space utilization.
* Provide opportunities for residents to lead, host, or co-create programming.
* Adapt programming in response to participation data, feedback, and emerging community needs.
8. Data Collection, Evaluation, and Reporting
* Track participation, demographics, program outcomes, and utilization metrics.
* Evaluate program effectiveness and community impact.
* Submit regular reports to the City documenting progress, challenges, and recommendations.
DELIVERABLES
1. Annual Work Plan and Programming Calendar
A comprehensive outline of planned activities and services for the year, serving as the roadmap for daily
operations and ensuring alignment with the City's goals. This plan should show realistic partnerships with
organizations that will contribute to the delivery of services detailed in this RFP.
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2. Community Engagement and Partnerships
The operator shall submit a Community Engagement and Partnership Plan describing methods for
incorporating resident input and naming concerted efforts and realistic partnerships with local, regional
and/or national organizations, artists, educators, and service providers.
3. Staffing Plan and Operating Schedule
A detailed chart of staff roles, coverage hours, and responsibilities, demonstrating how the operator will
deliver consistent service, maintain accountability, and ensure the space remains accessible and
professionally managed.
4. Curriculum and Training Materials
Structured outlines for workshops, webinars, and small group sessions, including topics, learning objectives,
and delivery formats. Materials should be tailored to the needs of downtown retailers, MWBEs, and other
small businesses.
5. Program Materials
The operator shall develop and maintain Program outlines or curriculum materials for workshops, trainings,
youth programs, and entrepreneurship-related activities.
6. Marketing and Outreach
A plan incorporating grassroots engagement, partnerships, and digital tools to promote the space's services,
attract a diverse range of participants, and expand awareness of City programs and resources.
7. Branding and Identity
The operator shall co-develop a Branding and Identity Plan with the city for the Community Incubator Space,
including proposed naming, visual identity elements, signage concepts, and messaging, subject to City review
and approval.
8. Budget and Financial Management Plan
A transparent budget outlining anticipated expenses, revenue sources, and the use of City-provided
resources. This plan will demonstrate fiscal responsibility and sound resource management.
9. Sustainability and Growth Recommendations
A forward-looking document synthesizing performance data, lessons learned, and market insights, offering
guidance on funding opportunities, partnerships, and program enhancements to support the Hub's long-
term sustainability and impact.
8) PROPOSAL FORMAT/REQUIREMENTS
The attached Exhibits A, B, C, D, and E must be completed and returned with your proposal.
Proposals must include clear descriptions of the firm's capabilities to perform the requirements of
the RFP and shall include the following:
a) Transmittal Letter - This letter should outline the firm's ability to provide the requested
experience and scope of services. Please describe the company's size, management, and
ownership, including:
i. Name
ii. Primary Address
iii. Primary Telephone Number
iv. Primary Fax Number
v. Primary Email
vi. Name & Title of Primary Contact Individual
vii. Number of Employees
viii. Number of Years in Business
ix. Company's Legal Status
x. Tax ID Number
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xi. State under which the entity is organized.
xii. Awarded vendors must provide a copy of their New York State Certificate of
Incorporation with a 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 the 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.
b) Staff Experience - Briefly describe each key staff assigned to a typical project. Applicants
should provide resumes for all staff who are expected to be engaged in the work. Identify
any sub-consultants proposed to serve on the project, as well as a list of proposed
organizations that will be part of the team delivering the services requested in this RFP.
c) 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
a copy of all applicable licenses.
d) Work Samples - Include samples of work relevant to the Scope of Work(s) proposed.
e) References - Submit a list of at least three (3) references (including contact person names and
phone numbers) 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.
f) Time schedule - Submit an estimated annual schedule incorporating the components
included on the scope of work.
g) Fee Proposal - Complete Exhibit C
Submit a detailed breakdown of your cost proposal, incorporating staff and operational costs,
and the proposed not-to-exceed annual fee for this project.
Staff costs will include hourly rates for all relevant direct staff and must include all overhead,
fees, and out-of-pocket costs or expenses.
Travel, lodging, meals, and other personal costs are considered to be incidental to the contract
and are not reimbursable. The City will not reimburse for these costs.
Operational costs will include, but are not limited to, any office equipment needed to support
the management of a project (personal computers, printers, copies, cell phones, etc.); all
teaching materials necessary for the execution of training programs; and all anticipated program
costs to successfully manage the training programs and ongoing operations of the New Rochelle
Forward facility.
Invoices for all services billed shall include a breakdown of work performed, a description of
services rendered, and a listing of staff members with their titles, hourly rates, and hours worked
during the billing period.
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A list of existing furnishings and materials available at New Rochelle Forward is included as an
exhibit.
h) Has the firm been in bankruptcy, reorganization, or receivership in the last 5 years? If so,
please explain the current status.
i) Has the firm/individual been disqualified or terminated from any public agency? If so,
please explain under what circumstances this disqualification or termination occurred.
j) Is the firm an "entity conducting business operations in Russia" pursuant to New York
State Executive Order No. 16? Explain as necessary pursuant to E.O. No. 16 and attached
Exhibit E.
9) AWARD CRITERIA
The City of New Rochelle reserves the right to award this RFP to the respondent whose proposal best
meets the requirements 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. The City will award to the firms that score within the top three (3) as determined by the
Selection 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 based on the following criteria:
EVALUATION CRITERIA MAXIMUM
POINTS
EXPERIENCE AND QUALIFICATIONS OF THE RESPONDENT: 25 Points
* Demonstrated experience operating or programming community-centered
spaces, incubators, cultural venues, business support hubs, or comparable
multi-use facilities.
* Demonstrated expertise in supporting entrepreneurs, small businesses,
creatives, youth, or community-based initiatives, particularly within urban or
diverse community settings.
* Experience managing or partnering on public-private or public-facing
initiatives, with the ability to align programming with municipal goals and
community needs.
* Experience with related projects in Westchester County, New York State, or
communities comparable to New Rochelle.
* Demonstrated ability to execute programs in a professional, timely, and
effective manner, with sufficient staffing, leadership, and organizational
infrastructure.
PROGRAMMATIC APPROACH AND INNOVATION 20 Points
* A strong team of identified partner organizations that have proven track
record for delivering the services identified in this RFP.
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* Clarity and strength of the proposed programming model, including
community programming, entrepreneurship support, youth development,
arts and cultural activation, and other uses aligned with this RFP.
* Demonstrated ability to balance innovation with practicality, ensuring
programs are both creative and operationally feasible.
* Effectiveness of the proposed approach to activating the space as a flexible,
multi-use environment, including evenings and weekends.
* Ability to clearly articulate an understanding of municipal needs, community
priorities, and ecosystem alignment, and how the proposed approach
advances the City's broader efforts.
COMMUNITY AND ECONOMIC IMPACT 20 Points
* The degree to which the proposal supports inclusive community
engagement, expands access to programming, and fosters a sense of
belonging and ownership among residents.
* Demonstrated potential to support local entrepreneurs, artists, creatives,
youth, and community organizations, while strengthening neighborhood
and citywide connections.
* Alignment with the City's goals related to economic opportunity, cultural
vitality, and community resilience, positioning the space as an extension of
the City's broader ecosystem.
* Preference may be given to submissions from non-profit organizations or
those in partnership, where such partnerships enhance program quality
and access.
OPERATION FEASIBILITY AND PROJECT MANAGEMENT 15 points
* Capacity to oversee day-to-day operations, maintain a professional and
welcoming environment, and coordinate multiple program types and
partners.
* Adequacy of proposed staffing levels, management structure, and
operational systems.
* Feasibility of the proposed approach to space management, scheduling,
and stewardship.
QUALITY AND COMPLETENESS OF PROPOSAL: 10 Points
* Completeness, clarity, and organization of the submission.
* Responsiveness to all requirements outlined in this RFP.
* Accuracy and consistency of information provided.
FINANCIAL TERMS 10 Points
* Consideration will be given to proposals presenting the most cost-efficient
terms to the City over the contract term as detailed in your Cost Proposal Rate
Sheet.
TOTAL 100 Points
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,
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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 be accepted only from thoroughly competent and experienced individuals or
entities, as determined solely by the City of New Rochelle. Respondents are responsible for
submitting accurate, adequate, and clear descriptions of the requested information. Omissions,
vagueness, 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.
10) 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.
11) QUALIFICATION REQUIREMENTS
The following list is the minimum qualification requirements:
* At least 5 years' experience providing similar service
* Firm must be in business for at least 5 years
* At least three (3) references from clients currently/previously served for which similar
services have been provided. At least one of the references must be from a New York
State city/county/state project. All reference should be for projects completed within the
last three years. Please include:
Client organization's name.
Client organization's address.
Contact individual, title, project role, phone number and email address.
Project start and end dates.
Brief description of services provided.
Links/and or electronic files of any publicly-available deliverables or reports.
Dollar value of work.
12) TERMS OF CONTRACT
The selected consultant will be required to sign a Professional Services Agreement, with either the City
of New Rochelle, New Rochelle Corporation for Local Development, or the New Rochelle Industrial
Agency. The agreement will be for an initial term of one (1) year, with the option to renew, upon
mutual consent in writing, for four (4) additional one (1) year terms.
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