RFQ- Recreation Special Events

Agency: City of Rochester
State: New York
Type of Government: State & Local
NAICS Category:
  • 561920 - Convention and Trade Show Organizers
Posted Date: Jan 22, 2024
Due Date: Mar 3, 2024
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RFQ- Recreation Special Events

The City of Rochester is seeking proposals from qualified Consultants to provide services or activities for youth during special events. 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 11:59PM 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 11:59PM on June 30, 2024.

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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 proposal, requests for status updates about the proposal selection process and any other inquiries whatsoever concerning this RFQ shall be sent, in writing, to the following City staff person:

Sara Scott
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
Proposals due 11:59 PM Sunday, March 3, 2024
Consultant Selection and Award Notification 12:00 PM Monday, March 25, 2024
Summer Programming Begins 9:00AM 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
Recreation Special Events
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 to:
Sara Scott
DepartmentofRecreationRFP@CityofRochester.Gov
1
REQUEST FOR QUALIFICATIONS
The City of Rochester is seeking proposals from qualified Consultants (“Consultant(s)”) to provide services
or activities for youth during special events. 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 11:59PM 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 11:59PM on June 30, 2024.
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 of 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, Recreation and Youth Services, and Human
Services. This RFQ is to provide activities and services 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 nutritional
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
citizens of Rochester during special events. Some examples of special events are R Night Out Summer
series, Holiday Party, beginning of summer bash, etc. All activities and services will be occurring on City
property, including R Centers, the Rochester Community Sports Complex, City camp sites, and/or the
Honorable Loretta C. Scott Center for Human Services buildings. A panel of City staff from the Department
of Recreation and Human Services will review proposals in response to this RFQ and chose Consultants to
be on an Approved Vendor List for future professional services agreements (PSA). City staff will reach out
2
to Consultants on the Approved Vendor List to determine the date, time, and location of specific special
event activities and services when the services are needed.
TIMELINE
Activity
RFQ Release
Deadline for questions
Response for questions submitted
Proposals due
Consultant Selection and Award
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 35, 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 proposal, requests for status updates about the proposal 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
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 activities and services primarily to
youth, aged 6 (six) to 18 (eighteen), with some services being offered to families during special
events. These events can have upwards of 50 events per year and 20-200 youth and their families in
attendance at each event. If selected, the Consultant shall be put on an approved vendors list. The
specific date, time, and location of the activities or services will be determined at the same when the
professional services agreement is executed.
Respondent’s proposal shall address each of the following services. 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 the following specific activities or services in any of the categories will be
accepted for review. Respondents’ may submit for any category that they are qualified for but
must be clear about which service or activity they propose to provide. Additional types beyond
this list will be considered, please submit your ideas for the following services:
a. Disc Jockey
b. Laser Tag
c. Photo and/or Video Booth
d. Sound and Video System
e. Virtual Reality
f. Mobile Gaming
g. Roller Skating
h. Ice Skating
i. Karaoke
j. Bounce Houses and Inflatables
k. Party and Disco Lighting
l. Mobile rock wall
m. Character Costumes
n. Face Painting, Body Art, Henna
o. Life-Sized Games and Activities
4
p. Carnival Style Games and Activities
q. Other Party Activities for Youth
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. Note that any
activity or music must be non-offensive, not use inappropriate language, and be age
appropriate for youth aged 6-18
b. Have the necessary equipment needed for the activity or service
c. Have or will be able to obtain insurance in the amount of $1,000,000
d. Be able to pass a background check.
e. Submit reference who can address the Respondents’ work providing similar services
f. 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 11:59PM on March 3, 2024. All other proposals to be on Approved
Vendor List will be accepted on a rolling basis with a deadline of 11:59PM on June 30, 2024. All proposals
shall be in PDF format, submitted via email, with the subject as “Respondent’s Name-Special Events
Proposal” 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 including major sections and
all attachments shall be referenced in the table of contents. 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
as to why the Respondent is not submitting a proposal for a specific section 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 in its proposal, Respondent represents that it can meet
or exceed 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
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