Chappaqua Performing Arts Center Branding and Website

April 17, 2026
To Whom It May Concern:
The Town of New Castle is soliciting quotes for the creation of new branding and a new
website for the Chappaqua Performing Arts Center. Proposals must include prevailing
wage.
Proposals on the above will be received by:
Christina Papes, Town Clerk
Town Hall, 200 South Greeley Avenue
Chappaqua, NY 10514
Proposals must be received by 3:00PM on Monday, May 4, 2026. Start date for the
project will be determined once the contractor is selected.
This cover letter is to be considered part of the Proposed Specifications. If you have any
questions regarding the proposal or would like to schedule a site visit, please contact
Rachel Szymanski, (914) 598-7648 or rszymanski@mynewcastleny.gov.
Sincerely,
Robert Deary
Town Administrator
Town of New Castle

Chappaqua Performing Arts Center Branding and Website Scope of Work
Branding Scope of Work $
Design Process
3 unique concepts including brand identity, application demonstrations/examples, color
palettes
3 rounds of revisions on final concept choice
ADA-compliant design
Primary Logo Deliverables
Full color
One color
Black and white
Horizontal and vertical variations as applicable
File Types: PDF, AI, ESP, JPG, PNG, SVG
Brand Guidelines Deck/Style Guide
Voice: personality, tone, and guiding principles
Typography: all selected fonts for headlines, body text, etc.
Color Palette: defined brand colors with HEX, RGB and CMYK codes
Patterns/Textures: repeating elements or motifs used in the design
Imagery: style guide for photography, illustration and graphic elements
Applications: show the brand in action across toughpoints
Brand Do's and Don'ts
Website Scope of Work $
Website Design and Development
2-3 sitemap design options with 3 rounds of edits
2 Wireframe options with 1-2 rounds of edits
2 Home Page options with 2-3 rounds of edits
2 Internal Page options with 2-3 rounds of edits
2-3 Mobile layouts with 1-2 rounds of edits
Website Content
Minimal original/custom content for the homepage hero and other website headers
Carefully selected stock photography
All text refined to ensure clarity, cohesion and alignment with brand's voice
Integrated and user friendly Event calendar with Upcoming Events, Month View and
Event Details
Integrated Rental Calendar
Integrated Ticketing Platform
ADA-compliant
Testing
Testing across all devices, platforms, situations

ADA compliance testing
Training
1 initial training session for staff
1 hour long follow-up training session
1 month of support after launch
Support Scope of Work $
Post Launch Support
1 hour of monthly support
Regular Updates
Troubleshooting of error
Continous monitoring and protection
Automatic Backups
Properly maintainted server and hosting environment
Performance optimization
Priority support response
Hosting on Server
Please provide three branding and website examples of similar clients (arts organizations, performing
arts center, and municipalities)

INSURANCE:
The Contractor who is awarded the contract is required to carry during the continuance of
this contract the following minimum insurance:
MINIMUM INSURANCE REQUIRED BY THE TOWN OF
NEW CASTLE FROM CONTRACTORS
Prior to commencement of any work under this Contract and under this Contract and final
acceptance of the work, the Contractor/Provider shall, at its sole expense, maintain the
following insurance on its own behalf, and furnish to the Owner certificate of insurance
evidencing same and reflecting the effective date of such coverage as follows:
The term "Contractor/Provider" as used in this agreement shall mean and include
Subcontractors of every tier.
1) Worker's Compensation and Employers Liability Policy, covering operations in
New York State policy limits must equal New York State requirements.
A. To the extent permitted by New York law, the Contractor/Provider waives
all rights of subrogation or similar rights against Town of New Castle, assigns,
officers, employees, volunteers, representatives and agents
2) Commercial General Liability Policy, with limits of no less than $1,000,000 Each
Occurrance/$2,000,000 Aggregate limits for Bodily Injury and Property Damage, and
shall include coverage for:
A. Products/Completed Operations;
B. Independent Contractors;
C. Town of New Castle and their assigns, officers, employees, volunteers,
representatives and agents should be name as an "Additional Insured" on the
policy and the Certificate of Insurance should show this applies to the General
Liability coverage of the certificate;
D. Each insurance policy shall be written on a primary and non-contributing
coverage basis, including any self-insured retentions.
E. To the extent permitted by New York law, the Contractor/Provider waives
all rights of subrogation or similar rights against Town of New Castle, assigns,
officers, employees, volunteers, representatives and agents.
F. Coverage must be on an occurrence form basis.
G. Cross Liability coverage (Commercial General Liability)
H. A labor law exclusion [a/k/a Third Party Action Over exclusion ") shall not
be part of this policy

3) Comprehensive Automobile Policy, with limits no less than $1,000,000 Bodily
Injury and Property Damage liability including coverage for owned, non-owned, and
hired private passenger and commercial vehicles.
4) Umbrella Liability, with limits no less than $5,000,000, including coverage for
General and Automobile Liability.
5) Errors & Omissions, with limits no less than $3,000,000 Per Occurrence and
$3,000,000 Policy Aggregate.
A. If coverage is on a claims made basis coverage must included full prior acts
coverage.
B. To the extent permitted by New York law, the Contractor/Provider waives all
rights of subrogation or similar rights against Town of New Castle, assigns,
officers, employees, volunteers, representatives and agents.
6) Cyber Insurance with limits no less than $2,000,000 Per Occurrence and $2,000,000
Policy Aggregate.
A. If coverage is on a claims made basis coverage must included full prior acts
coverage.
B. To the extent permitted by New York law, the Contractor/Provider waives all
rights of subrogation or similar rights against Town of New Castle, assigns,
officers, employees, volunteers, representatives and agents.
Certificates shall provide that thirty (30) days written notice, by registered mail with
return receipt requested, prior to cancellation or expiration be given to the Town of New
Castle. Policies that lapse and/or expire during term of work shall be recertified and
received by the Town of New Castle no less than thirty (30) days prior to expiration or
cancellation.
The Contractor/Provider shall furnish to Town of New Castle Certificates of Insurance as
evidence of coverage prior to commencement of work and naming Town of New Castle
as an Additional Insured by endorsement without limiting language and acceptable to the
Town.
The cost of furnishing the above insurance shall be borne by the Contractor/Provider,
there will be no direct payment for this work. Cost will be deemed to have been included
in the price bid for all scheduled items.
All policies must not have a per claim deductible that exceeds $25,000.
All carriers listed in the certificates of insurance shall be A.M. Best Rated A VII or better
and be admitted in the State of New York.

INDEMNIFICATION
To the fullest extent permitted by law, Contractor/Provider shall indemnify, hold
harmless and defend Town of New Castle, and agents and employees of any of them
from and against all claims, damages, losses or expenses including but not limited to
attorney's fees arising out of or resulting from the performance of the agreement,
provided any such claim, damage, loss or expense (a) is attributable to bodily injury,
sickness, disease or death, or to injury to or destruction of tangible property, including
loss of use resulting therefrom, and (b) is caused in whole or in part by any act or
omission or violation of statutory duty or regulation of the Contractor/Provider or anyone
directly or indirectly employed by it or anyone for whose acts it may be liable pursuant to
the performance of the agreement. Not withstanding the foregoing, Contractor/Provider's
obligation to indemnify Town of New Castle, and agents and employees of any of them
for any judgment, mediation or arbitration award shall exist to the extent caused in whole
or in part by a) negligent acts or omissions, or (b) violations of regulatory or statutory
provisions of the New York State Labor Law, OSHA, or other governing rule or
applicable law; by the Contractor/Provider anyone directly or indirectly employed by it or
anyone for whose acts it may be liable in connection to such claim, damage, loss and
expense. The obligation of the Contractor/Provider to indemnify any party under this
paragraph shall not be limited in any manner by any limitation of the amount of insurance
coverage or benefits including worker's compensation or other employee benefit acts
provided by the Contractor/Provider.
NEW YORK SALES AND COMPENSATING USE TAXES
The Owner is exempt from payment of sales and compensating use taxes of New York
State, cities, and counties on all materials to be incorporated into the project. These taxes
shall not be included in the bid prices.
CONTRACT TIME
Bids submitted shall remain in effect for a Binding period of April 1, 2026 to October 1,
2026.
Any work performed under this contract shall not interfere nor conflict with any
scheduled event or use of these areas contained within this proposal. The Town reserves
the right to make awards on individual items, or in full, based on price quoted by bidders.
The Town reserves the right to extend the contract for one additional year based on the
company's performance; upon the same price, terms and conditions as provided for in the
contract.

LABOR
The Contractor shall comply with the applicable provisions of the "Labor Law" as
amended, of the State of New York. This Contract shall be void unless applicable
sections of said Labor Law are complied with. Each and every provision of law and
clause required by law to be part of this Contract shall be deemed to be included herein
and this Contract shall be read and enforced as though it were included herein, and if
through mere mistake or otherwise any such provision is not included, then upon the
application of either party hereto, the Contract shall forthwith be physically amended to
make such inclusion.
Specifically, section 220-E, of the Labor Law, as so amended, prohibits in contracts,
discrimination on account of race, creed, color, or national origin in employment of
citizens upon public works.
COMPLETION OF WORK BY TOWN OF NEW CASTLE:
If the work to be done under this contract shall be abandoned by the Contractor, or if this
contract shall be assigned, or the work sublet by him, other than as herein specified; or if
at any time the Town Administrator shall so certify in writing to the Town of New Castle
that the Contractor is willfully violating any of the conditions or covenants or this
contract, or of the specifications, or is executing the same in bad faith or not accordance
with the terms thereof; or if the work be not fully completed within the time named in
this contract for its completion, or within the time to which the completion of the contract
may be extended by the Town of New Castle, the Town of New Castle may notify the
Contractor, as herein provided; and the Contractor shall within five (5) days of the
service of said written notice, discontinue the work, or such part thereof, and the Town of
New Castle shall thereupon have the power to contract for the completion of the contract
in the manner prescribed by law, or to place such and so many persons as it may deem
advisable, by contract or otherwise, to work, and complete the work herein described, or
such part thereof, to take possession of and use any of the materials, plant, tools,
equipment, supplies and property of every kind provided by the Contractor for the
purpose of his/hers work, and to procure other materials and equipment for the
completion of the same, and to charge the expense of said labor and materials to the
Contractor. The expense so charged shall be deducted and paid by the Town of New
Castle out of such monies as may be due to, or may at any time thereafter grow due to the
Contractor under and by virtue of this contract, or any part thereof. In case such expense
shall exceed the amount which would have been payable under the contract if the same
had been completed by the Contractor, the Contractor or his/hers surety shall pay the
amount of such excess to the Town of New Castle; and in case such expense shall be less
than the amount which would have been payable under this contract if the same had been
completed by the Contractor, the Town of New Castle shall pay such difference to the
Contractor.

NON-COLLUSIVE BIDDING CERTIFICATION
As Required By
SECTION 103-D of the GENERAL MUNICIPAL LAW
1. Every bid hereafter made to the municipality or any public department, agency or
official thereof, where competitive bidding is required by statute, rule, regulation or local
law, for work or services performed or to be performed or goods sold or to be sold, shall
contain the following statement subscribed by the bidder and affirmed by such bidder as
true under the penalties of perjury; Non-Collusive bidding certification.
(a) By submission of this bid, each bidder and each person signing on behalf of any
bidder certifies, and in the case of a joint bid each party thereto certifies as to its own
organization, under penalty of perjury; that to the best of his/hers knowledge and belief:
(1) The prices in this bid have been arrived at independently without collusion,
consultation, communication, or agreement, for the purpose of restricting competition, as to
any matter relating to such prices with any other bidder or with a competitor;
(2) Unless otherwise required by law, the prices which have been quoted in this
bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed
by the bidder prior to opening, directly or indirectly, to any other bidder or to any
competitor; and
(3) No attempt has been made or will be made by the bidder to induce any other
person, partnership or corporation to submit or not to submit a bid for the purpose of
restricting competition.
The following is contained in Section 103-D of the General Municipal Law:
(b) A bid shall not be considered for award nor shall any award be made where (a) (1)
(2) and (3) above have not been complied with; provided, however, that if in any case the
bidder cannot make the foregoing certification, the bidder shall so state and shall furnish
with the bid a signed statement which sets forth, in detail, the reasons therefore. Where (a)
(1) (2) and (3) above have not been complied with, the bid shall not be considered for
award nor shall any award be made unless the head of the purchasing unit of the political
subdivision, public department, agency or official thereof to which the bid is made, or
his/hers designee, determines that such disclosure was not made for the purpose of
restricting competition.

The fact that a bidder: (a) has published price lists, rates, or tariffs covering items
being procured, (b) has informed prospective customers of proposed or pending
publications of new or revised price lists for such items, or (c) has sold the same items to
other customers at the same prices being bid, does not constitute, without more, a
disclosure within the meaning of subparagraph one (a).
2. Any bid hereafter made to the municipality or any public department, agency or official
thereof by a corporate bidder for work or services performed or to be performed or goods
sold or to be sold where competitive bidding is required by statute, rule, regulation or local
law and where such bid contains the certification referred to in subdivision one of this
section, shall be deemed to have been authorized by the board of directors of the bidder,
and such authorization shall be deemed to include the signing and submission of the bid
and the inclusion therein of the certificate as to non-collusion as the act and deed of the
corporation.
DATED______________________________, 2______
__________________________________________
Legal Name of Person, Firm or Corporation
BY________________________________________
Signature
__________________________________________
Title

CONTRACTOR'S CURRENT JOB COMMITMENTS
List current job commitments - including owner / company email or telephone number:
Project-name/location Owner/Company Bid Amount % Complete
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