RFP-International Plaza Administration

Agency:	City of Rochester
State:	New York
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services
Posted:	Apr 26, 2024
Due:	May 9, 2024
Publication URL:	To access bid details, please log in.

The City of Rochester is seeking proposals from consultants to administer a Community Development Block Grant (CDBG) program at La Marketa at the International Plaza (“La Marketa”) in a manner satisfactory to the Grantee and consistent with any standards required as a condition of providing these funds.

La Marketa is a public gathering and event space for community and culturally relevant programming as well as a market space that offers a variety of vending options ranging from pop-up tents and carts to more permanent retail locations housed in converted shipping containers. Local entrepreneurs can sell their products and services in a low risk, low cost, flexible environment that is envisioned to become an incubator for neighborhood economic development.

CDBG funding will be used to support the site management and daily operations of the La Marketa including vendor development and management, special event & promotional development activities, site supervision, community engagement, nutrition education, and culturally relevant experiential learning opportunities such as workshops and training.

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Communications

All communications by parties who have indicated an intent to submit or have submitted an RFP in response to this RFP, including any questions or requests for clarifications, submission of the RFP, requests for status updates about the RFP selection process and any other inquiries whatsoever concerning this RFP shall be sent via email to the following City staff person:

James Farr, Director of Markets

Submissions: Email: farrj@cityofrochester.gov

No contact is permitted with any other City staff member with regard to this RFP during the RFP process unless specifically authorized in writing. Prohibited contact may be grounds for disqualification. To ensure that all Respondents have a clear understanding of the scope and requirements of this RFP, the City will respond to all timely questions submitted via e-mail to the City Contact by the question deadline stated above. Questions and the responding answers will be sent via e-mail to all Respondents who have provided an e-mail address to the City Contact and will be posted on the City’s web page for this RFP. The City’s failure to timely respond or provide responses to any questions shall not delay or invalidate the City’s right to make a decision to award an agreement pursuant to this RFP.

Timeline

Activity	Time	Date
RFP Release	--	April 26, 2024
Deadline for questions	12:00 PM	May 2, 2024
Response for questions submitted	5:00 PM	May 6, 2024
Proposals due	12:00 PM	May 9, 2024
Consultant Selection Notification	9:00 AM	May 16, 2024
Agreement Start Date	--	July 1, 2024 anticipated

The dates shown above may be subject to change within the City of Rochester’s sole discretion and upon written notification as set forth herein.

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CITY OF ROCHESTER

Request for Proposals

International Plaza Administration

Issued April 26, 2024

By:

City of Rochester

Department of Recreation and Human Services

Public Market Operations

57 St. Paul St.

Rochester, NY 14604

Submission Due Date:

No submissions will be accepted after May 9,

2024, 12:00 p.m. (noon), No exceptions.

Submissions: Email (required): farrj@cityofrochester.gov

Mail:

Attention Jim Farr

Department of Recreation and Human Services,

City of Rochester

57 St. Paul St., Rochester, NY, 14604

REQUEST FOR PROPSALS

The City of Rochester is seeking proposals from Consultants to administer a Community Development Block Grant

(CDBG) program at La Marketa at the International Plaza (“La Marketa”) in a manner satisfactory to the

Grantee and consistent with any standards required as a condition of providing these funds.

La Marketa is a public gathering and event space for community and culturally relevant programming as well as a

market space that offers a variety of vending options ranging from pop-up tents and carts to more permanent retail

locations housed in converted shipping containers. Local entrepreneurs can sell their products and services in a

low risk, low cost, flexible environment that is envisioned to become an incubator for neighborhood economic

development.

CDBG funding will be used to support the site management and daily operations of the La Marketa including

vendor development and management, special event & promotional development activities, site supervision,

community engagement, nutrition education, and culturally relevant experiential learning opportunities such as

workshops and training.

Activity

RFP Release

Deadline for questions

Response for questions submitted

Proposals due

Consultant Selection Notification

Agreement Start Date

TIMELINE

Time

12:00 PM

5:00 PM

12:00 PM

9:00 AM

Date

April 26, 2024

May 2, 2024

May 6, 2024

May 9, 2024

May 16, 2024

July 1, 2024

anticipated

The dates shown above may be subject to change within the City of Rochester’s sole discretion and upon written

notification as set forth herein.

COMMUNICATIONS

All communications by parties who have indicated an intent to submit or have submitted a RFP in response to

this RFP (“Respondents”), including any questions or requests for clarifications, submission of the RFP, requests

for status updates about the RFP selection process and any other inquiries whatsoever concerning this RFP

shall be sent via email to the following City staff person (“City Contact”):

James Farr, Director of Markets

City of Rochester Department of Recreation and Youth Services

James.Farr@CityofRochester.gov

No contact is permitted with any other City staff member with regard to this RFP during the RFP process unless

specifically authorized in writing. Prohibited contact may be grounds for disqualification.

To ensure that all Respondents have a clear understanding of the scope and requirements of this RFP, the City

will respond to all timely questions submitted via e-mail to the City Contact by the question deadline stated above.

Questions and the responding answers will be sent via e-mail to all Respondents who have provided an e-mail

address to the City Contact and will be posted on the City’s web page for this RFP. The City’s failure to timely

respond or provide responses to any questions shall not delay or invalidate the City’s right to make a decision to

award an agreement pursuant to this RFP.

The City will make every reasonable effort to keep Respondents informed about the RFP process. Notifications

about timeline date changes, amendments to the RFP and other information about the RFP will be sent by e-

mail to Respondents who have provided an e-mail address to the City Contact and will be posted on the City’s

website for this RFP. The City’s failure to provide such information shall not delay or invalidate the City’s right to

make a decision to award an agreement pursuant to this RFP.

SCOPE OF SERVICES

Respondent’s proposal shall demonstrate an understanding of each of the following Scope of

Services sections:

A. Program Delivery

The City is seeking the services of a Consultant to perform the following services as a CDBG Subrecipient

to implement the required program delivery activities as specified below.

Activity #1: Develop and implement regular Market days and special events at La Marketa @the

International Plaza:

a) Regular Market days will be held as follows:

i. Sundays from 1 pm to 5 pm, from approximately mid-May to mid-October.

ii. The regular Market day schedule shall be established by the City of Rochester on a seasonal

basis and reviewed periodically by the City and Consultant. The schedule is subject to change

at the discretion of the City’s Director of Public Market or his designee, and the City reserves the

right to close the Market due to holidays or scheduled City closures, inclement weather, or other

emergencies.

b) Special Events as described below:

i. Special Events will focus on arts and cultural activities and entertainment and will be delivered

during and outside of La Marketa’s regular hours of operation.

ii. Consultant shall provide the proposed special events schedule to the City for the upcoming year

by June 15, 2024 for approval. The schedule is subject to change at the discretion of the City’s

Director of Public Market or his designee, and the City reserves the right to cancel special

events due to holidays or scheduled City closures, inclement weather, or other emergencies.

c) Vendor Development:

i. Assist in identifying potential vendors and participate in selection process as determined by the

City.

ii. Facilitate monthly vendor orientations and business management sessions.

iii. Provide marketing and business management resources to vendors.

iv. Ensure that vendors comply with all La Marketa rules, regulations, and policies.

d) Consultant shall provide one full-time La Marketa Site Supervisor and additional staff and volunteer

support during all La Marketa Market days and special events.

e) Consultant’s La Marketa site manager shall participate in regular La Marketa operational and advisory

meetings.

f) Consultant shall provide the City with an annual report detailing La Marketa expenses and revenues

related to Consultant sponsored cultural and special events.

g) Consultant shall obtain written authorization from the City prior to posting or display of any signage or

other print materials at La Marketa.

h) Consultant shall Identify and pursue grants and other fundraising opportunities on behalf of La Marketa.

i) City will allow Consultant to promote the partnership and utilize the City logo and name on merchandise

and printed materials. Consultant will provide drafts of any ads, merchandise, or other media materials

that utilize the City logo to the City for approval prior to production.

Activity #2: Assist the City in developing and executing a promotional campaign on behalf of La Marketa.

a) Develop neighborhood and community contacts and promote La Marketa to residents.

b) Develop and foster relationships with neighborhood organizations for vendor recruitment and La

Marketa promotion.

c) Obtain written authorization from the City prior to any use of the City or La Marketa logo or name, and

provide proofs of any ads, merchandise, or other media materials related to La Marketa to the City for

approval prior to production.

B. Certification of CDBG National Objectives

All activities funded with CDBG funds must meet one of the CDBG program’s National Objectives: benefit low- and

moderate-income persons; aid in the prevention or elimination of slums or blight; or meet community development needs

having a particular urgency, as defined in 24 CFR 570.208.

The Subrecipient must certify in their agreement in the city that the activity(ies) carried out under this Agreement will

benefit low and moderate income persons. (See Exhibit A, Sample Agreement for Professional Services).

C. Reporting Requirements: Levels of Accomplishment – Goals and Performance Measures

The Subrecipient shall agree to provide the following levels of program services:

Activity #1

# Market Days held

# Special Events held

Total La Marketa attendance (visitors)

Total Units

20,000

D. Staffing

The Subrecipient shall agree to provide the following staffing:

1 FTE La Marketa site manager

Any changes in the Key Personnel assigned or their general responsibilities under this project are subject to the prior

approval of the Grantee.

E. Duration

The agreement shall be in effect for one calendar year from the date of execution.

F. Payment

It is expressly agreed and understood that the total amount to be paid to the Subrecipient under this Agreement shall not

exceed Seventy Two Thousand Dollars ($72,000.00). Drawdowns for the payment of eligible expenses shall be made

against the line item budgets specified in Paragraph III herein and in accordance with performance.

The Subrecipient shall have the right to bill the Grantee for services performed and not already billed at project completion.

No payments shall be made except upon execution of contract and the Subrecipient shall submit invoices and necessary

documentation for the request must be attached in the manner described by the Grantee to receive payment.

Payments may be contingent upon certification of the Subrecipient’s financial management system in accordance with the

standards specified in 2 CFR Part 200.

RESPONSE PREPARATION AND SUBMISSION PROCESS

Responses are due to the City no later than May 9, 2024 at 12:00 p.m. and must be submitted digitally to:

James Farr, Director of Markets

City of Rochester Department of Recreation and Youth Services

James.Farr@CityofRochester.gov

Each RESPONSE shall be signed by an individual authorized to enter into and execute contracts on the

Respondent’s behalf. Unless otherwise specified in its RESPONSE, Respondent represents that it is capable of

meeting or exceeding all requirements specified in this RFP.

Submission of a RESPONSE shall be deemed authorization for the City to contact Respondent’s references.

Evaluation of RESPONSEs will be conducted by the City based on information provided in the Respondent’s

proposal and on such other available information that the City determines to be relevant. The evaluation of

RESPONSEs may include an on-site assessment, meetings with authorized personnel, and may involve the use

of a third-party consultant.

The Respondent selected by the City will be required to enter into a Professional Services Agreement (PSA)

with the City (See Exhibit A, Sample Agreement for Professional Services).

Respondents shall provide sufficient information in their written RESPONSEs to enable the City review team to

make a recommendation to the Mayor. The City reserves the right to invite any or all Respondents to an interview

to discuss their RESPONE. Any expenses resulting from such an interview will be the sole responsibility of the

Respondent. The City is under no obligation to select any of the responding Respondents or to conduct the

Project described herein. The City may amend or withdraw the RFP at any time, within its sole discretion. The

City shall have no liability for any costs incurred in preparing a RESPONSE or responding to the City’s requests

with respect to the RFP.

CONTENT

The RESPONSE should include the following information in the order specified:

A. Respondent’s Qualifications: Information about the Respondent and its qualifications for this Project.

Include information about prior engagements similar to that being solicited herein by the City (e.g., market

management, administration and management of CDBG or similar federal grant projects with reporting

requirements). Documented evidence of the Respondent’s capacity to perform the work, including

references, contact names, and phone numbers.

B. Project personnel: The name and resume of the Respondent’s lead person for the Project. Names,

resumes, and roles of all staff who will be involved in the Project and hourly reimbursement rates

proposed.

C. Local presence: Information about Respondent’s presence in the City of Rochester and specifically in the

North East neighborhoods of the City.

D. Project Budget: An itemized budget including staff hours and billing rates which addresses each of the

tasks identified in the Scope of Services.

E. Subcontractors: Names, resumes, and roles of sub-contractors, associates, or any non-employees who

will be involved in the Project.

F. Rochester presence: Information about Respondent’s presence in the City of Rochester and/or any

collaborative relationships with local firms that are to be formed for this Project.

G. MWBE: Statement as to whether or not the Respondent is a bona fide MWBE firm, will use bona fide

MWBE subcontractors and the percentage of the workforce utilized to perform the work of this contract

who will be either Minority (M) or Women (W), including both the Consultant’s workforce and that of any

subcontractors who will be utilized.

EVALUATION CRITERIA

The following is a summary of the RESPONSE evaluation criteria. It is within the City’s sole discretion to

determine the value assigned to each of these criteria.

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

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RFP-International Plaza Administration

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