RFQ- Community Recreation Activities and Program

Agency: City of Rochester
State: New York
Type of Government: State & Local
NAICS Category:
  • 541611 - Administrative Management and General Management Consulting Services
  • 541990 - All Other Professional, Scientific, and Technical Services
Posted Date: Jan 22, 2024
Due Date: Mar 3, 2024
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RFQ- Community Recreation Activities and Program

The City of Rochester is seeking proposals from qualified Consultants to provide a diverse array of Recreation Services to youth and adults. Please note the rolling deadline for Summer vs. School Year programming. If your organization would like to be considered as an approved vendor for Summer 2024 programming, applications must be received by 11:59 PM on March 3, 2024. All other proposals to be on the Approved Vendor List will be accepted on a rolling basis with a deadline of 11:59 PM on June 30, 2024. Please note that the Approved Vendor List will be valid for three (3) years.

Click here to view the RFQ >>

Communications

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

Sara Scott via email at:
DepartmentofRecreationRFP@CityofRochester.Gov

No contact is permitted with any other City staff member with regard to this RFQ during the RFQ process unless specifically authorized in writing. Prohibited contact may be grounds for disqualification.

Timeline

Activity Time Date
RFQ Release 8:00 AM Monday, January 22, 2024
Deadline for Questions 11:59 PM Sunday, January 28, 2024
Response for Questions Submitted 12:00 PM Monday, February 5, 2024
Qualifications Due 11:59 PM Sunday, March 3, 2024
Consultant Selection Notification 12:00 PM Monday, March 25, 2024
Summer Programming Begins 9:00 AM Monday, July 1, 2024



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.


Attachment Preview

City of Rochester
Request for Qualifications
Community Recreation Activities and Programs
Proposals to be considered for Summer 2024 programming are due by Sunday, March 3, 2024
All other proposals to be reviewed on a rolling basis until Sunday, June 31, 2024
Submit Proposals via email to:
Sara Scott
DepartmentofRecreationRFP@CityofRochester.Gov
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REQUEST FOR QUALIFICATIONS
The City of Rochester (City) is seeking proposals from qualified Consultants (“Consultants”) to provide a
diverse array of Recreation Services to youth and adults (the “Project”). Please note the rolling deadline
for Summer vs. School Year programming. If your organization would like to be considered as an approved
vendor for Summer 2024 programming, applications must be received by 11:59 PM on March 3, 2024. All
other proposals to be on the Approved Vendor List will be accepted on a rolling basis with a deadline of
11:59 PM on June 30, 2024. Please note that the Approved Vendor List will be valid for three (3) years.
BACKGROUND
The mission statement of the City of Rochester’s Department of Recreation and Human Services (DRHS)
is to support the City of Rochester’s Mission, Vision, and Values by nurturing and inspiring the inner
potential of all citizens Rochester through the provision of first-rate programs and services, supports for
citizens who are confronting complex challenges, and investments in the vibrancy of our neighborhoods.
We recognize that youth are in particular need of support during their formative years, and as such, we
have a special focus on youth programming thereby supporting the development of a healthy, educated,
productive, and self-sustaining community. DRHS includes three bureaus, the Commissioner’s Office,
which has DRHS administration, Markets, and Rochester Animal Services, Recreation and Youth Services,
and Human Services. This RFQ is to provide programming that will be used by the Recreation and Youth
Services bureau, which includes the athletics and aquatics, camps and special programs, R-Centers, and
Youth Services units.
The Recreation and Youth Services bureau’s mission statement is to support the City of Rochester’s
Mission, Vision, and Values by providing opportunities for the community to learn, socialize, exercise, and
play, while promoting healthy behaviors. With the changing demands of society, it is important we meet
the demands of youth by providing social emotional supports, health, wellness, and nutrition
opportunities for youth and their families. In addition, the Bureau supports youth in their development
into successful, contributing adult community members through the provision of career exploration and
work readiness programs and services. This is accomplished using a positive youth development
philosophy with a focus on competence, usefulness, belonging, and power of influence. The Bureau also
acts as a steward and champion for our city’s R-Centers, parks, playgrounds, aquatics, green spaces, and
other facilities.
In this Request for Qualifications (RFQ), we are seeking the additional skills and expertise of outside
individuals and/or organizations to supplement our professional staff in delivering these services to the
residents of Rochester. All programming will occur on City property, including R-Centers, the Rochester
Community Sports Complex, City operated summer camp sites, and/or the Honorable Loretta C. Scott
Center for Human Services building. A review panel of City staff will score proposals in response to this
request for RFQ and choose Consultants to be on an Approved Vendor List for future professional services
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agreements (PSA). NOTE: vendors on the approved list are eligible for, but not guaranteed, the ability to
enter into Professional Service Agreements (PSA) with the City. City staff will reach out to Consultants on
the Approved Vendor List to determine the date, time, and location of specific recreation services at the
time that specific services are needed.
TIMELINE
Activity
RFQ Release
Deadline for Questions
Response for Questions Submitted
Qualifications Due
Consultant Selection Notification
Summer Programming Begins
Time
8:00 AM
11:59 PM
12’Noon
11:59 PM
12’Noon
9:00AM
Date
Monday, January 22, 2024
Sunday, January 28, 2024
Monday, February 5, 2024
Sunday, March 3, 2024
Monday, March 25, 2024
Monday, July 1, 2024
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 proposal in
response to this RFQ (“Respondents”), including any questions or requests for clarifications, submission of
the qualifications, requests for status updates about the selection process and any other inquiries
whatsoever concerning this RFQ shall be sent, in writing, to the following City staff person (“City Contact”):
Sara Scott via email at:
DepartmentofRecreationRFP@CityofRochester.Gov
No contact is permitted with any other City staff member with regard to this RFQ during the RFQ 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 RFQ, the
City will respond to all timely questions submitted via e-mail to the City Contact by the question deadline
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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 RFQ. 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 RFQ.
The City will make every reasonable effort to keep Respondents informed about the RFQ process.
Notifications about Timeline date changes, amendments to the RFQ and other information about the RFQ
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 RFQ. 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 RFQ.
SCOPE OF SERVICES
The City is seeking the services of Consultants to perform the following recreation services primarily to
youth, aged 6 (six) to 18 (eighteen), with some services being offered to adults. Class size shall be a
minimum of 10 participants. If selected, the Respondent shall be put on an Approved Vendors List. The
specific date, time, and location of the class and/or programming provided will be determined at the time
when the professional services agreement is executed. Respondent’s proposal shall address each of the
following services, with a separate cost and timeline for each identified task. The proposal shall address
each of the requested services, using the same identifying language, including any paragraph or section
numbers or letters as used in the RFQ.
1. Proposals to provide specific training, instruction or services in any of these categories will be
accepted for review. Proposer can submit for any program category that they are qualified for
but must be clear about which services they propose to provide. Additional types of programs
beyond those listed will be considered, please submit your ideas for services with will be beneficial
to youth or adults:
a. Performing Arts: Dance, Drama, Music, Musical Instruments, Voice, Spoken Word, etc.
b. Creative Arts: Arts, Crafts, Photography
c. STEM (science, technology, engineering, and math) education
d. Life Skills Programs: Social Emotional Programming, Youth Leadership Development
e. Media Technology Instruction: Video Production
f. Fitness Instruction: Yoga, Zumba, Cross Fit, Aquatics
g. Martial Arts
h. Sports: Tennis, Hockey Officials, Etc.
i. Nutrition, Cooking, Culinary Skills
j. Literacy Education: Tutoring and Other Creative Literacy Programming
k. Environmental Education
l. Creative Writing
m. Financial Literacy
n. Employment and Employability Training for Youth and Adults
o. Youth Entrepreneurial and Apprenticeship
p. Entrepreneurial Training for Youth
q. Other Specific Educational or Cultural Instruction
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2. In order to be qualified, Respondents must:
a. Demonstrate prior experience and qualifications within the category listed above,
preferably working with youth (aged 6-18) in a recreational setting
b. Be able to provide services within the following time periods:
i. July and August (between the hours of 9am and 7pm)
ii. School year (between the hours of 9am and 9pm)
iii. Specific times and days will be discussed when services are needed
c. Have or will be able to obtain liability insurance in the amount of $1,000,000
d. Be able to pass a background check
e. Submit at least three professional references who can address the Respondents’ work
providing similar services
f. Acknowledge that they will collect and submit attendance sheets or other
documentation/reports as requested for each session
g. Complete Attachment B, The City of Rochester’s MWBE Utilization Form and Attachment
C, the City of Rochester’s Workforce Utilization Form
QUALIFICATIONS PREPARATION AND SUBMISSION PROCESS
If your organization would like to be considered as an Approved Vendor for Summer 2024 programming,
applications must be received by 11:59 PM on March 3, 2024. All other proposals to provide programming
will be accepted on a rolling basis with a deadline of 11:59 PM on June 30, 2024. All proposals shall be in
PDF format, submitted via email, with the subject as “Respondent’s Name – Recreation Qualifications” to
the City Contact:
Sara Scott
DepartmentofRecreationRFP@CityofRochester.Gov
This RFQ is designed to facilitate the evaluation and selection of a Consultant that is best able to achieve
the City’s objectives. The proposal shall be no longer than five (5) pages, excluding attachments, with 1-
inch margins and 12 pt. Times New Roman font. All pages shall be numbered and major sections and all
attachments shall be referenced in the table of contents. In order to enable the City to effectively review
the information contained in the proposals, proposals shall reference the numbered and lettered sections
of the RFQ The response to each section shall be clearly indicated and addressed or an explanation
provided for why the Respondent is not submitting a proposal for a specific section or requirement of the
RFQ.
Each proposal shall be signed by an individual authorized to enter into and execute contracts on the
Respondent’s behalf. Unless otherwise specified, Respondent represents that it is capable of meeting or
exceeding all requirements specified in this RFQ.
Submission of a proposal shall be deemed authorization for the City to contact Respondent’s references.
Evaluation of proposals will be conducted by the City based on information provided in the Respondent’s
proposals and on such other available information that the City determines to be relevant. The evaluation
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