General:

Through this request for proposals (“RFP”), the Trust seeks to solicit proposals from experienced event producers to produce the Park’s Hudson River Dance Festival. The Trust aims to grow the audience at the Festival, improve production values, deepen event partnerships, such as with The Joyce and other sponsors, and continue bringing this annual one-of-a-kind, two-day free event at the Park’s Pier 63 in June.

Term:

The contract is expected to begin on or about January 2023 and continue through November 2023 (the “Initial Term”) with four (4) optional one (1) year renewals (the “Renewals”) each at the Trust’s discretion. The Initial Term, together with the Renewals, may extend to November 2027.

Project Site:

Hudson River Park’s Pier 63

Questions:

Questions regarding the RFP may be sent to DanceFestRFP2023@hrpt.ny.gov by December 9, 2022; answers will be posted on the Trust website under the Bids and Business Opportunities link for the RFP at https://hudsonriverpark.org/about-us/bids-business-opportunities by December 14, 2022.

THE OPPORUNITY:

The Trust seeks a seasoned Event Producer to provide the following scope of services (“Services”), broken down into four sections, which the Trust may update from time to time, for the Hudson River Dance Festival.

EVALUATION CRITERIA:

The Trust will review each respondent’s proposal in its totality. The selected respondent, if any, will be a respondent whose proposal is most advantageous to the Trust’s goals. Interviews may be held with any or all the respondents after the receipt of proposals. Interviews with the Trust will be scheduled after its initial review of proposals.

SELECTION:

30% Quality of Respondent’s proposal, including demonstrated relevant projects, past and/or current client list, and staff for Event, inclusive of designated Project Manager’s qualifications for comparable events.

20% Experience in the successful management and coordination of outdoor festivals involving a stage for performing arts, and optimally dance, in public areas.

20% Experience in the successful management of live event production, including recruiting and managing high-level talent, and securing permits from relevant government agencies.

20% Proposed Fee Schedule.

10% The respondent’s proposed plans for encouraging participation by minority and women-owned business enterprises in connection with the Services, including the respondent’s M/WBE Utilization Plan and Diversity Practices Questionnaire.

M/WBE Participation Goal: 30%

SDVOB Participation Goal: There is no SDVOB participation goal for this Contract; however, non-SDVOB contractors are encouraged to use SDVOBs for any subcontracting opportunities. SDVOB contractors are encouraged to participate in this RFP. (See Exhibit 3 for more information).

LIMITED PERMISSIBLE CONTACT:

Respondents are prohibited from contact related to this Procurement with any Trust employee other than the designated contact listed here:

Kira Levy, Senior Director, Marketing & Events

All inquiries shall be made by email to the following address: DanceFestRFP2023@hrpt.ny.gov