RFP # 148-2026 Youth Summer Day Camp Provider

Inc. Village of Port Jefferson

INVITATION TO BID

VILLAGE OF PORT JEFFERSON

Request for Proposal(s) – Youth Summer Day Camp Provider

#148-2026

SEALED BIDS MUST BE RECEIVED BY:

_________ Tuesday February 17, 2026 at 1:00 PM__________

DELIVER SEALED BIDS TO:

Sylvia Pirillo, RMC

Village Clerk

Inc. Village of Port Jefferson

121 West Broadway,

Port Jefferson, NY 11777

INVITATION TO BIDDERS – VILLAGE OF PORT JEFFERSON

Request for Proposal(s) – Youth Summer Day Camp Provider

# 148-2026

Sealed proposals will be received by Village Clerk Sylvia Pirillo at Port Jefferson Village Hall, located at 121 West Broadway, Port Jefferson, 11777 on or before 1:00 p.m. prevailing time on Tuesday February 17, 2026 when they will be publicly opened and read aloud. Late proposals will not be accepted.

The complete Proposal Package can be obtained from the Village Clerk’s Office from Monday through Friday, beginning on January 22, 2026 between the hours of 9:00 a.m. and 4:00 p.m. prevailing time, for a fee of $ 20.00 per Bid Package, and is also available on the official Village of Port Jefferson website: www.portjeffny.gov.

All questions must be received in writing by Village Clerk Sylvia Pirillo: at spirillo@portjeffny.gov no later than 4:00 p.m. on February 12, 2026.

All bids must be received promptly by 1:00 p.m. on February 17, 2026 at Village Hall in a sealed envelope clearly marked: Youth Summer Day Camp Provider - #148-2026.

Please note that conformance to the Davis-Bacon Act requiring the payment of prevailing wages is required.

The Incorporated Village of Port Jefferson reserves the right to reject any/all submitted proposals, or any part of the submitted proposal received.

BY ORDER OF THE BOARD OF TRUSTEES OF THE VILLAGE OF PORT JEFFERSON

Village Clerk Sylvia Pirillo, RMC

Incorporated Village of Port Jefferson

VILLAGE OF PORT JEFFERSON

Request for Proposal(s) – Youth Summer Day Camp Provider

# 148-2026

SECTION ONE

GENERAL INFORMATION:

Purpose: Pursuant to section 103 of the NY General Municipal Law and the written procurement policies of the Inc. Village of Port Jefferson, the Village hereby solicits

your sealed proposal for Youth Summer Day Camp Provider.

Definition of Parties: The Village of Port Jefferson will hereinafter be referred to as

The "Village" Respondents to the RFP shall be referred to as "Proposers." The Proposer to whom the contract is awarded shall be referred to as the "Contractor."

Scope: The Village of Port Jefferson is seeking sealed bids for Youth Summer Day Camp Provider. The successful proposer will be responsible for all items set forth in the specifications and bid documents (“package”).

Evaluation Criteria: Proposals will be evaluated on many criteria deemed to be in the Village’s best interests, including, and not limited to:

1. Responsiveness to terms and conditions of Proposal Package

2. Consideration of overall qualifications

3. Experience

Award of Bid: The Village intends to award this Proposal to a single Proposer, but may also award to multiple proposers, at its discretion. The Village may select the Proposer or Proposers which, in its opinion, has made the proposal that is the most responsive and most responsible and may award the contract to that Proposer(s). The Village reserves the right to waive minor irregularities. The Village reserves, holds and may in its sole discretion exercise the rights and options to 1) request additional information from any Proposer, 2) use additional subsequent solicitations for proposals, 3) negotiate the Proposers for amendments or other modifications to proposals, or 4) interview selected Proposers and request presentations.

Communication with the Village: It is the responsibility of the Proposer to inquire about any requirement of this RFP that is not understood. Responses to inquiries, if they change or clarify the RFP in a substantial manner, will be forwarded by addenda to all parties that have received a copy of the RFP package. The Village will not be bound by oral responses to inquiries or written responses other than addenda.

Inquiries must be made in writing via e-mail, no later than 4:00 p.m. Thursday February 12, 2026 to:

Village Clerk Sylvia Pirillo, RMC

Incorporated Village of Port Jefferson

121 West Broadway

Port Jefferson, NY 11777

631-473-4724

spirillo@portjeffny.gov

Costs of Preparation: The Proposer assumes all costs of preparation of the bid and any presentations necessary to the bid process.

Debarment: Submission of a signed and sealed proposal in response to this solicitation is certification that your firm (or any subcontractor) is not currently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by any State or Federal department or agency. Submission is also agreement that the Village will be notified of any change in this status.

Understanding: By submitting a sealed proposal, the proposer agrees and assures that the specifications are adequate, and the proposer accepts the terms and conditions herein. Any exceptions should be noted in your response.

Validity: Unless specified otherwise, all sealed proposals shall be valid for ninety (90) days from the due date of the sealed bid.

Submission: A SIGNED original, plus three (3) copies of the sealed proposal must be submitted to Sylvia Pirillo, Village Clerk, Inc. Village of Port Jefferson, 121 West

Broadway, Port Jefferson, NY 11777, in a sealed envelope by 1:00 p.m. Tuesday February 17, 2026 in order to be considered.

Proposals received after the due date or time will not be considered. Proposers are strongly encouraged to submit sealed proposals in advance of the due date to avoid the possibility of missing the due date because of unforeseen circumstances. Proposers assume the risk of the methods of dispatch chosen.

The Village assumes no responsibility for delays caused by any package or mail delivery service. Postmarking by the due date WILL NOT substitute for receipt of a sealed proposal. Additional time will not be granted to any single proposer, however additional time may be granted to all proposers if and when the Village determines that circumstances require it. FAXED OR E-MAIL PROPOSALS WILL NOT BE ACCEPTED. LATE PROPOSALS WILL NOT BE ACCEPTED.

The envelope must be clearly identified on the outside as follows:

Proposal Form

Name of Proposer:

Address of Proposer:

Due Date:

Name and Number of Proposal:

SECTION TWO

GENERAL TERMS AND CONDITIONS:

Contract Documents: The contract contained in this PROPOSAL package need not be signed at this time. If a separate Contract is not provided in this package, the Contract entered into by the parties shall consist of the package, the signed Proposal submitted by the Contractor, the specifications including all modifications thereof, and a letter of agreement requiring signatures of the Village and the Contractor, all of which shall be referred to collectively as the Contract Documents.

Contract Modification and Amendment: The parties may adjust the specific terms of this Contract (except for pricing) where circumstances beyond the control of either party require modification or amendment. Any modification or amendment proposed by the Contractor must be in writing to the Village Clerk. Any agreed upon modification or amendment must be in writing and signed by both parties.

Contract Term: Delivery to be made as soon as possible, with a mutually agreed-upon delivery date.

Contract Data: The Contractor is required to provide the Village with detailed data concerning the Contract at the request of the Village. The Village reserves the right to audit the Contractor's records to verify the data.

Contract Validity: In the event one or more clauses of the Contract are declared invalid, void, unenforceable or illegal, that shall not affect the validity of the remaining portions of the Contract.

Insurance Requirements: Please see attached- three (3) pages

Non-Waiver of Defaults: Any failure of the Village to enforce or require the strict keeping and performance of any of the terms and conditions of this agreement shall not constitute a waiver of such terms, conditions, or rights.

Cancellation/Termination: If the Contractor defaults in its agreement to provide services, personnel and/ or equipment to the Village 's satisfaction, or in any other way fails to provide service in accordance with the Contract terms, the Village shall promptly notify the Contractor of such default and if adequate correction is not made within seven (7) days, the Village may take whatever action it deems necessary to provide alternate services and may, at its option, immediately cancel this Contract with written notice. Cancellation does not release the Contractor from its obligation to provide goods or services per the terms of the Contract during the notification period.

Contact & Clarification(s):

Sylvia Pirillo, RMC

Village Clerk

Inc. Village of Port Jefferson

121 West Broadway, Port Jefferson, NY 11777

Litigation: This Contract and the rights and obligations of the parties hereunder shall be governed by and construed in accordance with the laws of the State of NY without reference to its conflicts of laws principles. The Contractor agrees that any litigation, action or proceeding arising out of this Contract, shall be instituted in a state court located in the State of New York.

Assignment: Neither party of the Contract shall assign the Contract without the prior written consent of the other, nor shall the Contractor assign any money due or to become due without the prior written consent of the Village.

Equal Opportunity: In the execution of the Contract, the Contractor and all subcontractors agree, consistent with Village policy, not to discriminate on the grounds of race, color, religion, sex, sexual orientation, national origin, age, disability or veteran’s status and to provide reasonable accommodations to qualified individuals with disabilities upon request. The Village encourages the employment of individuals with disabilities.

Independent Contractor: Whether the Contractor is a corporation, partnership, other legal entity, or an individual; the Contractor is an independent contractor. If the Contractor is an individual, the Contractor's duties will be performed with the understanding that the Contractor is a self-employed person, has special expertise as to the services which the Contractor is to perform and is customarily engaged in the independent performance of the same or similar services for others. The Contractor shall control the manner in which the services are performed; however, the Village shall specify the nature of the services and the results to be achieved. The Contractor is not to be deemed an employee or agent of the Village and has no authority to make any binding commitments or obligations on behalf of the Village except as expressly provided herein.

Liens: The Contractor shall keep the Village free and clear from all liens asserted by any person or entity for any reason arising out of the furnishing of services or materials by or to the Contractor.

SECTION THREE

PERFORMANCE TERMS AND CONDITIONS:

Employees: The Contractor shall employ only competent and satisfactory personnel

and shall provide enough employees to perform the required services efficiently and, in a manner, satisfactory to the Village. If the Village Clerk or designee notifies the Contractor in writing that any person employed on this Contract is incompetent,

disorderly, or otherwise unsatisfactory, such person shall not again be employed in the execution of this Contract without the prior written consent of the Village Clerk.

Labor Rates: Please note that conformance to the Davis-Bacon Act requiring the payment of prevailing wages is required.

SECTION FOUR

BID CONTENT:

Bidders shall ensure that all information required herein is submitted with the sealed bid. All information provided should be verifiable by documentation requested by the Village. Failure to provide all information, inaccuracy or misstatement may be sufficient cause for rejection of the bid or rescission of an award. Bidders are encouraged to provide any additional information describing operational abilities. Responses to each requirement below should be in order and clearly marked with the section number to which they respond.

Business Profile: Provide a brief history of your company, length of time in business, number of employees.

Completions: All items on Bidder Checklist must be submitted.

Please submit three (3) copies of the entire BID package.

NON-COLLUSION BIDDING CERTIFICATE

VILLAGE OF PORT JEFFERSON

Request for Proposal(s)–Youth Summer Day Camp Provider #148-2026

By submission of this proposal, each proposer and each person signing on behalf of any proposer 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 knowledge and belief:

1) The prices in this proposal 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 any competitor.

2) Unless otherwise required by Law, the prices which have been quoted in this proposal have not been knowingly disclosed by the proposer and will not knowingly be disclosed by the proposer prior to opening, directly or indirectly, to any other proposer or to any competitor.

3) No attempt has been made or will be made by the proposer to induce any other person, partnership or corporation to submit or not to submit a proposal for the purpose of restricting competition.

4) The person signing this bid, under the penalties of perjury, affirms the truth thereof.

Date:

Signature of Proposer, if individual

Name of Corporation

Title of Officer

Corporate Seal:

DISCLOSURE STATEMENT

BIDDER MUST SIGN THIS FORM BEFORE A NOTARY PUBLIC

STATE OF ___________________________)

ss:

COUNTY OF _________________________)

I, _______________________________________, ___________________________________________

Name Title of Corporate Officer or Partner or Principal

being duly sworn, deposes and swear under the penalties of perjury:

• That is in connection with the Proposal for the ____________________________________________

that no other person will have any direct or indirect interest in this Proposal except:

__________________________________________________________________________________

(In case of corporations, all officers of the corporation and stockholders owning more than 5% of the

corporation stock must be listed.) Attach additional sheet if necessary.

• That ________________________________________________ related to any officer or employee

(I am not) (none of the officers or stockholders are)

of the Incorporated Village of Port Jefferson except_______________________________________

• There is not any state or local officer or employee or a member of a board of commissioners of a local public authority or any other public corporation within the Village, exclusive of a volunteer fireman or civil defense volunteer, interested in such application.

_________________________________________________________

SIGNATURE AND TITLE

Subscribed and sworn to before me this ____________ day of ___________________________

____________________________________________

Notary Public

SUPPLEMENTAL DISCLOSURE

Bidder Name _________________________________________________________________

Address _______________________________________________________________

FEDERAL IDENTIFICATION # OR SOCIAL SECURITY #___________________________________

Bidder will furnish the following information: List only similar type of work performed:

FOR WHOM PERFORMED CONTRACT AMOUNT DATE COMPLETED

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

1. Have you ever failed to complete any work awarded to you?__________________________________

If yes, indicate where and why__________________________________________________________

2. Has any officer or partner of your organization ever been an officer or partner of some other

organization that failed to complete a contract?____________________________________________

If yes, indicate name of individual, other organization and reason therefore:

__________________________________________________________________________________

3. Has any officer or partner of your organization ever failed to complete a contract in his own name?___

If yes, state name of individual and reason therefore:________________________________________

__________________________________________________________________________________

4. Within the last ten years, has any legal action, criminal or civil, ever been commenced by the Village

or by any other governmental entity/agency against the corporation or against any other legal entity or

subsidiary associated with the bidder, or has any legal action, criminal or civil, been commenced

against any officer, principal, member, partner or employee 1) of the bidder, or 2) of the other legal

entity/subsidiary associated, presently or within the last ten years, in any manner, with the bidder?

YES________ NO________

If yes, identify the parties to the legal proceeding(s) and indicate the nature of the legal action

__________________________________________________________________________________

__________________________________________________________________________________

__________________________________________________________________________________

5. In what other lines of business are you financially interested?

__________________________________________________________________________________

6. The work, if awarded to you, will have the personal supervision of whom?

__________________________________________________________________________________

7. Has the Bidder, during the past 7 years filed for bankruptcy, or have been declared bankrupt?

YES____ NO____ If YES, state date, court jurisdiction, amount of liabilities and amount of assets.

SIGNATURE AND TITLE______________________________________________________________

Subscribed and sworn to before me this ____________ day of ___________________________

____________________________________________

Notary Public

BIDDER INFORMATION

VILLAGE OF PORT JEFFERSON

Request for Proposal(s) – Youth Summer Day Camp Provider

# 148-2026

Proposer name and address:

______________________________________________

______________________________________________

______________________________________________

______________________________________________

If a corporation, name, address, phone no., fax no., email of:

PRESIDENT _____________________________________________________

SECRETARY _____________________________________________________

TREASURER _____________________________________________________

If a firm, name, address, phone no., fax no., email of all principals:

Attach a brief history of your company, with your length of time in business, and number of employees.

WAIVER OF LIEN

VILLAGE OF PORT JEFFERSON

Request for Proposal(s) – Youth Summer Day Camp Provider

# 148-2026

OWNER: Inc. Village of Port Jefferson

LOCATION: Port Jefferson Village Hall 121 W Broadway, Port Jefferson

PROJECT: Youth Summer Day Camp Provider

SUPPLIER: _________________________________________________

TRADE: _______________________________________________________

For and in consideration of the payments to the undersigned supplier for completion as of (date) _______________ for under its contract, with the Inc. Village of Port Jefferson, the undersigned supplier hereby waives any and all liens, claims or rights to file any lien or liens against the Inc. Village of Port Jefferson as Owner/ Leaseholder of the building and the premises above referenced on account of labor, materials, or both, furnished and hereby agrees to promptly pay and expeditiously release any and all recorded or pending mechanics liens, material man’s and like liens filed in connection with such work; and shall defend and indemnify and save the Inc. Village of Port Jefferson harmless from any and all liability or expense incurred in discharging, defending or paying because of such liens or the enforcement thereof which arises out of the work referenced above.

Supplier represents and warrants that all claims for labor and/ or materials furnished by it and/ or its subcontractors and or vendors at all tiers in connection with its completed work on this project, have been, or when due, will be paid including any and all applicable sales or use taxes (to the extent not exempt) and that to the best of knowledge, there are no liens or claims or rights to file liens existent with respect thereto.

IN WITNESS Whereof, the supplier has caused this waiver to be duly executed, on this ____day of _______________ 20____, by an officer or its duly authorized agent.

BY:

Supplier Name: _______________________________________________

Name of Authorized Signer:__________________________________

(Print)

Signature _______________________________________________

STATE OF NEW YORK )

COUNTY OF _____________)

On the_____ day of _____________, 20___ , before me personally appeared to me known who, being by me duly sworn, did depose that he/she is the ____________________ of the______________________corporation described in and which executed the within instrument,; and that he/she signed his/her name thereto by the authority of the Board of Directors of said Corporation.

________________________________

Notary Public

AFFIDAVIT OF COMPLIANCE WITH RESPECT TO THE HIRING OF EMPLOYEES IN ACCORDANCE WITH FEDERAL LAW

STATE OF ___________________________)

ss:

COUNTY OF _________________________)

Employer Firm: _____________________________________________________________________

Project name: __________________________________________________________________

Submission Date: _______________________________________________________________

I,_______________________________________________ being duly sworn, depose and state:

Name of Individual

That I am an ______Officer ______Partner ______Owner ______Member of the Firm

By submission of this Affidavit, and each person signing on behalf of any bidder, contractor, subcontractor, owner, employer, hereby certifies, under penalties of perjury, that I affirm of my own knowledge that the above named person on behalf of the Employer has complied with the requirements of Title 8 of the United State Code (U.S.C.) Section 1324a and any amendments thereto, and that all employees, including non-citizens, or aliens which includes full-time, part-time, temporary or seasonal employees, are authorized to work in the United States and that said employees, including non-citizens, or aliens have provided the required documents for my review, which appear to be genuine and demonstrate, and that to the best of my knowledge, the employees, including non-citizens, or aliens are authorized to work in the United States; and 2) that during the term of the contract, subcontract, agreement or period of work performed by the Employer, all employees hired, or retained shall be authorized to work in the United States in compliance with Federal Law and 3) that the Employer will only employ Subcontractors who hire, or retain employees authorized to work in the United States, and 4) all such Subcontractors shall be required to submit an Affidavit demonstrating compliance with Federal Law regarding the eligibility of employees to work in the United States, and that the Subcontractor’s employees have submitted the required documents demonstrating compliance with Federal Law, said Affidavit shall be submitted to the Village with the Contractor's request for Subcontractor approval at the time of bid submission.

Signature______________________________________________

Print Name and Title______________________________________________

Subscribed and sworn to before me this ____________ day of ___________________________

Notary Public

EMPLOYER AFFIDAVIT OF COMPLIANCE

WITH RESPECT TO NEW YORK STATE LABOR LAW (PREVAILING WAGES) AND WORKERS’ COMPENSATION LAW

STATE OF NEW YORK )

) SS.:

COUNTY OF _________ )

Contractor: __________________________

Project Name: __________________________

I, being duly sworn, depose and state:

That I am an ____ Officer, ____ Partner, Owner ____or Member of the Firm

Check as Applicable Part I or Part II.

_____Part I. The Requirements of New York State Labor Law and Workers’ Compensation apply to this contract:

By submission of this Affidavit, on behalf of the above named Contractor, which includes but is not limited to any owner, firm, corporation or entity, of my own knowledge, I hereby affirm under penalties of perjury, that the Contractor has the ability to complete the contract work and that the Contractor 1) has complied with the requirements of the New York State Labor Law, Article 8 and Article 9, and any amendments thereto, and that all employees, which includes full-time, part-time, temporary or seasonal employees, are paid the required prevailing wages; and 2) that prior to hiring or retaining any subcontractor or independent contractor to perform any portion of the contract work, the Contractor has submitted to the Village Clerk the name of the subcontractor or independent contractor and the work to be performed by that subcontractor or independent contractor and that the Contractor has obtained the written approval of the Village Clerk.

____Part II. The requirements of New York State Labor Law and Workers’ Compensation Law does not apply to this contract:

By submission of this Affidavit, I hereby affirm, under penalties of perjury, that the Contractor does not have any employees as defined under applicable law, including New York State Labor Law, Article 8 and Article 9, and New York State Workers’ Compensation Law, and that the Contractor performs the contract work alone.

Name: _________________________________

Title: _________________________________

Sworn to before me this

____ day of ____________, 20__

________________________

Notary Public

EMPLOYER AFFIDAVIT OF COMPLIANCE

WITH RESPECT TO NEW YORK STATE LABOR LAW (PREVAILING WAGES) AND WORKERS’ COMPENSATION LAW

STATE OF NEW YORK )

) SS.:

COUNTY OF _________ )

Independent Contractor: __________________________

Project Name: __________________________

I, being duly sworn, depose and state:

That I am an ____ Officer, ____ Partner, Owner ____or

By submission of this Affidavit, I affirm that 1) I am an Independent Contractor, owner-operated business, and that I do not have any employees as defined under applicable law, including New York State Labor Law, Article 8 and Article 9, and New York State Workers’ Compensation Law, and that I perform the contract work alone; and 2) I have not hired or retained any other subcontractor or independent contractor in connection with the contract work.

_________________________________

Name

Sworn to before me this

____ day of ____________, 20__

________________________

Notary Public

EMPLOYER AFFIDAVIT OF COMPLIANCE

WITH RESPECT TO NEW YORK STATE LABOR LAW (PREVAILING WAGES) AND WORKERS’ COMPENSATION LAW

STATE OF NEW YORK )

) SS.:

COUNTY OF _________ )

Subcontractor: __________________________

Project Name: __________________________

I, being duly sworn, depose and state:

That I am an ____ Officer, ____ Partner, Owner ____or Member of the Firm

Check as Applicable Part I or Part II.

_____Part I. The Requirements of New York State Labor Law and Workers’ Compensation apply to this contract:

By submission of this Affidavit, and on behalf of the above named Subcontractor, which includes but is not limited to any owner, firm, corporation or entity, of my own knowledge, I hereby affirm, under penalties of perjury, that the Subcontractor has sufficient employees to complete the contract work and that the Subcontractor 1) has complied with the requirements of the New York State Labor Law, Article 8 and Article 9, and any amendments thereto, and that all employees, which includes full-time, part-time, temporary or seasonal employees, are paid the required prevailing wages; and 2) that the Subcontractor has not retained or hired another subcontractor or independent contractor for the contract work.

____Part II. The requirements of New York State Labor Law and Workers’ Compensation Law does not apply to this contract:

By submission of this Affidavit, I hereby affirm, under penalties of perjury, that the Subcontractor does not have any employees as defined under applicable law, including New York State Labor Law, Article 8 and Article 9, and New York State Workers’ Compensation Law, and that the Subcontractor performs the contract work alone; and 2) the Subcontractor has not hired or retained any other subcontractor or independent contractor in connection with the contract work.

Name: _________________________________

Title: ________________________________

Sworn to before me this

____ day of ____________, 20__

___________________________

Notary Public

BID PROPOSAL

(SCOPE OF WORK)

REQUEST FOR PROPOSAL(S)-Youth Summer Day Camp Provider

#148-2026

1. Introduction & Purpose- The Port Jefferson Recreation Department is soliciting proposals from qualified and experienced youth camp providers to organize and operate a full-day summer camp at the Port Jefferson Village Center from June 29, 2026 through August 28, 2026. The program is intended to offer a safe, engaging, and developmentally appropriate camp experience for children aged 5-12, utilizing both indoor and outdoor Village facilities.

2. Program Description-

• Location: Port Jefferson Village Center, with access to:

o Village Center sport court

o Harbor Front Park

o Rocketship Park

o Basketball Courts

o Kip Lee Park (tennis & pickleball)

o East Beach (swimming)

o Joe Erland Field

• Program Dates: June 29-August 28, 2026

• Days & Hours: Monday-Friday, 9am-5pm

• Age range: 5-12 years old

• Maximum enrollment: 175 campers

The selected provider will be responsible for planning and delivering a structured daily schedule that may include sports, games, arts & crafts, enrichment activities, and supervised swimming, along with appropriate rest and transition times.

3. Provider Responsibilities:

• Design & implement a comprehensive camp suitable for children ages 5-12, including indoor and outdoor activities.

• Coordinate & supervise all camper activities at the Port Jefferson Village Center, Sport Court, Rocketship Park, Kip Lee Park, Joe Erland Field, East Beach in coordination with the Village recreation manager.

• Provide bus/transportation to the locations listed above.

• A camp director (with a minimum of 5 years’ camp or teaching experience) must always be on site from Monday-Friday 9-5pm.

• Recruit, hire, train, schedule and supervise all camp staff.

• Ensure that staffing levels meet or exceed applicable supervision (8-1 ratios) and all state and local requirements.

• Provide all necessary program supplies and equipment not otherwise supplied by the Village (to be clarified in the final agreement). Village will supply a sport court at the Village Center, rooms in the Village Center, access to Rocketship Park, tennis/pickleball courts, and Joe Erland Field.

• Establish and implement behavior management, safety, and emergency procedures, including procedures for off-site trips to parks and the beach, with all procedures to be provided to the Village for review prior to implementation.

• Communicate regularly with parents/guardians regarding program information, incidents and camper needs.

• Manage camper registration and associated camper medical and permission forms, and attendance tracking, if assigned to the provider by contract (otherwise coordinate with village registration system).

• Must meet all Suffolk County Department of Health requirements.

4. Staffing & Qualifications:

The provider must ensure that all staff meet the following requirements:

• Background checks: all staff must successfully pass background checks in accordance with any and all applicable County, State and Federal regulations.

• Lifeguard: At least one certified lifeguard must be present and on duty during all swimming activities at East Beach, and lifeguard staffing must meet all applicable regulations and requirements.

• First Aid/CPR: A sufficient number of staff must hold current First Aid & CPR certifications and there must be appropriate coverage at all times during camp hours.

• Experience: Key program staff (camp director, assistant director, lead counselors) must have prior experience in youth programming, camp administration, education, recreation, or related field.

• Proposals should clearly describe staffing structure (director, assistant director, counselors, specialist, etc.), anticipated staff-to-camper ratios and staff training plans and procedures.

5. Insurance and Licensing:

The selected provider will be required to:

• Maintain all insurance coverage required by the Village of Port Jefferson, which is expected to include, at minimum, general liability insurance, workers' compensation, and any other coverage customary for youth camp operations, as specified in the Request for Proposals document.

• Name the Village of Port Jefferson and any other required entities as additional insureds and provide certificates of insurance prior to the start of the program and upon renewal.

• Obtain and maintain any licenses, permits, and approvals required under County, State or local law to operate a youth summer camp program for the duration of the contract term.

• Comply with all applicable federal, State and local regulations governing youth camps, child safety, health and supervision.

6. Proposal Contents:

Proposals should, at a minimum, include the following:

1. Organizational Profile:

a. Legal name & address

b. Brief history and mission

c. Summary of experience operating youth camps or similar programs

2. Program Plan:

a. Description of daily and weekly schedules

b. Sample activity plans for different age groups (5-7, 8-10, 11-12)

c. Plan to integrate park and beach trips including supervision and transportation

3. Staffing Plan:

a. Organizational chart for camp operations

b. Staff qualifications and required certifications

c. Hiring, training, supervision and evaluation processes

4. Health, safety and risk management

a. Procedures for background checks

b. First Aid/CPR and lifeguard coverage plan

c. Safety protocols for swimming, field trips and outdoor activities

d. Emergency procedures and communication protocols

5. Insurance & licensing (See Invitation to Bid pages 26-28)

a. Proof of current insurance

b. Proof of current licenses and permits and any additional required approvals.

c. Proposer will apply to Suffolk County Department of Health for any/all required paperwork/licenses/permits/registrations

6. Budget & Fees

a. Full-time camper fee: $1,800 per season

b. 3 days/week camper fee: $1,200 per season

c. Participants will continue to use Village of Port Jefferson Dash/Daysmart camp registration system.

d. Proposed financial arrangement with the Village (to be advised by Proposer)

7. References

a. A minimum of least three (3) references from municipalities, schools, or organizations for which the provider has delivered similar youth camp or recreation programs.

7. Evaluation Criteria

Proposals may be evaluated on, but are not limited to the following criteria:

• Demonstrated experience and success operating youth camps or similar programs.

• Quality and appropriateness of the proposed program for children aged 5-12.

• Strength of staffing plan, including qualification and certifications

• Robustness of safety, supervision and risk management procedures

• Ability to promptly meet insurance and licensing requirements

• Financial terms and overall value to the village

• Quality of references

8. Submission instructions:

• Submission deadline: February 17, 2026, at 1:00 p.m.

• Submission method: mail or physical delivery to address below

• Contact Person:

o Name: Sylvia Pirillo, RMC

o Title: Village Clerk

o Address: 121 West Broadway, Port Jefferson, NY 11777

o Phone: 631-473-4724, x219

o Email: spirillo@portjeffny.gov

Proposals received after the deadline will not be considered. The Village of Port Jefferson reserves the right to reject any and all proposals, or any part of the submitted proposal received, to waive informalities, and to negotiate terms in the best interests of the Village.

Signature:________________________________________________

Representative’s Name: _____________________________________

Representative’s Title: ______________________________________

Vendor/Proposer Name: _______________________________________

Address: _________________________________________________

Telephone Number: ________________________________________

Email Address: ____________________________________________

Incorporated Village of Port Jefferson

Insurance Requirements for Independent Contractors/Sub-Contractors - Camp Operations

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The CONTRACTOR (Camp Provider) shall maintain at a minimum the following insurance giving evidence of same to the VILLAGE on the Acord form Certificate of Insurance, provide a copy of the Additional Insured Endorsements; provide 30 days’ notice of cancellation, non-renewal or material change; C105.2 form or State Insurance Fund Certificate or Self-Insured SI-12 for Workers Compensation and DB120.1 Certificate for NYS Disability. The insurance coverage limits set forth in Schedule below are minimum coverage requirements, not limitations of liability. New York State licensed admitted carrier is preferred; any non-licensed/non-admitted carriers will be accepted at Incorporated Village of Port Jefferson’s discretion. The insurance carrier must have an A.M. Best Rating of at least A- IX. All subcontractors must adhere to the same insurance and indemnification requirements.

In the event the CONTRACTOR uses subcontractors in connection with this Agreement, it is expressly agreed that the CONTRACTOR shall have the sole responsibility to make certain that all contractors are in compliance with these insurance requirements and remains in compliance throughout the course of this Agreement, and thereafter as required. CONTRACTOR shall remain liable for the performance of the subcontractor, and such sub-contract relationship shall not relieve CONTRACTOR of its obligations under this agreement.

In the event any Subcontractor is unable to maintain all of the same insurance coverage as required in this insurance article, CONTRACTOR agrees to indemnify and hold the Insured Entities harmless against any and all liability resulting from any deficiency in Subcontractor’s insurance coverage that may be out of compliance with these insurance requirements.

Certificate Holder for all policies: Incorporated Village of Port Jefferson

121 West Broadway
Port Jefferson, NY 11777

Description Box to read:

Incorporated Village of Port Jefferson, all elected and appointed officials, employees and volunteers of the Village are included as additional insureds per the General Liability including Abuse and Misconduct liability, Contractual Liability and Products and Completed Operations, Automobile Liability and Excess Liability. Insurance Coverage is to be primary and non-contributory to any insurance carried by any additional insured. Waiver of Subrogation is included on the Workers Compensation and General Liability in favor of the Additional Insureds.

I. Workers Compensation

Coverage Statutory

Extensions Voluntary Compensation

Employers Liability – Unlimited in the State of New York

Waiver of Subrogation in favor of Incorporated Village of Port Jefferson

II. New York State Disability and Paid Family Leave

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