2025 Contract Request - L.I. Timing Services -BT.pdf

Contract Request Form Additional documentation may be attached as necessary.

Glossary of criteria can be found at the end of this form..

Please submit at least 6 months prior to the desired start date.

PROGRAM POINT OF CONTACT DETAILS

Name: Brenda Temps Date: 2/5/2025

Mailing Address:

PO Box 247

Babylon, NY 11702

Region: Long Island

Phone: 631-321-3510

Email: Brenda.Temps@parks.ny.gov

PROPOSED CONTRACT DETAILS

Proposed Service

Location(s):

Include site name

& physical address

Heckscher State Park, 1 Heckscher Parkway, East Islip, NY 11730 (Suffolk)

Sunken Meadow State Park, Rte. 25A and Sunken Meadow Parkway, Kings Park, NY 11754 (Suffolk)

Belmont Lake State Park, Southern State Parkway Exit 38, North Babylon, NY 11703 (Suffolk)

Caumsett State Historic Park Preserve, 25 Lloyd Harbor Road, Huntington, NY 11743 (Suffolk)

Hempstead Lake State Park, 1000 Lake Drive, West Hempstead, NY 11552 (Nassau)

Jones Beach State Park, 1 Ocean Parkway, Wantagh, NY 11793 (Nassau)

Robert Moses State Park, 600 Robert Moses State Parkway, Babylon, NY 11702 (Suffolk)

Contract Title: Timing & Race Management/Technical Director

Desired Term: June 1, 2025 thru May 31, 2026 Estimated Cost:

$ per year

Budget Available: $ NHT

IT Related: No Approved B-1184? Yes ☐ No ☐

If yes, has a PTP been submitted?

(If over $50k)

If yes: # Please attach approved copy.

Description of

Project/Service:

Timing & Race Management/Technical Director for the annual Summer and Winter Run Series.

The Summer Run Series consists of eight races of varying distances ranging from 4K to 10 kilometers and eight ½ mile Kids Fun Runs that take place 30 minutes prior to each Summer Run. All runs take place on

Monday evenings at 7:00 P.M. with the first race in the beginning of June and the last race in early August.

Specifically, the races will occur at Heckscher, Governor Alfred E. Smith/Sunken Meadow, Belmont Lake, Caumsett, Hempstead Lake, Robert Moses and Jones Beach State Parks. A ½-mile Kids Fun Run will begin at 6:30 P.M. at all Summer Run races.

The Winter Run Series consists of four 5 kilometer races. All four runs take place on Sunday mornings at

11:00 A.M. with the first race at the beginning of January and the last race in the beginning of February.

Specifically, the races will occur at Heckscher, Sunken Meadow, Robert Moses, and Jones Beach State

Parks.

See attached proposal for additional details and specs.

Justification of

Need:

The New York State Office of Parks, Recreation and Historic Preservation offers both summer and winter running series to the public. The Summer Run Series is in its 40th year of existence and the Winter Run

Series is in its28th year of existence. These races require a Timing & Race Management/Technical Director to work directly with State Park staff to ensure an accurate and safe race is conducted and executed.

Coding:

EPF Department Program Fund Account Budget Ref Project

☐ NHT

Account

# 528

2025 Long Island Running

Detailed Scope of

Service

See attached specifications detailed in the Bid Proposal

Deliverables

Deliverable Unit of Measure Quantity

SUMMER RUN SERIES

Timing and Race Management Per Race 8

Refreshments Per Race 8

Water Stops Per Race 8

Registration Per Race 8

WINTER RUN SERIES

Timing and Race Management Per Race 4

Refreshments Per Race 4

Water Stops Per Race 4

Registration Per Race 4

Minimum Requirements:

Required by:

Agency Law*

*If required by law, please including supporting documentation citing the legislation.

Examination of

Work Site:

☒ Mandatory

☐ Optional

Additional Notes:

Required Documentation

The contractor shall provide the following:

▪ a list of current races they have managed and timed, including details of various tasks that were directly managed and coordinated.

▪ letter of recommendation from previous timing and management of races that have over 2,000 finishers and are part of a multi-race series.

PREVIOUS PROCUREMENT OF SIMILAR SERVICE

Contract/PO/Other

Number:

NHT Contract

No.

Term:

June 1, 2025 thru May 31, 2026 with four optional annual renewals

Value: $ per year

Notes &

Takeaways:

NOTE:

Contract Request Form Glossary

REGIONAL CONTACT DETAILS

Long Island Region Recreation Department 631-321-3510 Brenda.Temps@parks.ny.gov

The Albany Service Contract unit (ASC) will utilize this information for the duration of the contract. The person(s) listed shall be the sole point of contact for ASC in correspondences related to the requested procurement opportunity.

PROPOSED CONTRACT DETAILS

Proposed Service

Location(s):

The location(s) in which the requested service shall be performed. Please provide physical address location as well as the county(ies) in which the location resides.

Contract Title:

The leading title for the requested service. This is a single-sentence summation of the service to be performed.

Desired Term:

Most service contracts will have a term of no longer than five years. To define your desired term, please indicate the desired start date (being mindful that this form should be submitted six months prior to such) as well as the desired length of initial term and the number of optional annual renewals thereafter.

Estimated Cost, Available Budget, Approved B-1184:

Prior to a request being submitted, the requestor should have:

1) Received the appropriate Agency spending approval

2) Received a preliminary engineer’s estimate, project estimate, or estimate based upon prior work

3) Received an Attachment A (B-1184) Dept of Budget approval

Please provide the Estimated Cost, Available Budget, and Approved B-1184 number in your request.

IT Related, PTP

Approval:

If the project involves the procurement of IT related goods or services and is anticipated to cost more than

$50,000, a Plan To Procure (PTP) must be submitted and approved. If this is the case, please visit https://www.its.ny.gov/ptp for more information and act accordingly.

Description of

Project/Service:

Utilize this field to more formerly describe the requested services. Vendor requirements should not be included here.

Justification of

Need:

With any exceptional procurement, Parks must demonstrate a need for the acquired service.

Coding:

Please provide the Chart of Accounts string(s) to be used for this contract. OSC will expect an encumbrance equal to the portion of the contract term encompassed by the current Fiscal Year (commencement of contract up until March 31).

Detailed Scope of

Service

This section will be what potential bidders/proposers will base their proposals on. All facets of the contract, whether they be service, requirements, shoe size, etc. must be contained in this section. If necessary or desired, this section can be covered in a separate document that you attach to the submission of this request form. Make certain to cover every aspect of the service expected. Inconsistencies and assumptions may cause delays in the bidding and contracting processes.

There is no such thing as too much information.

https://www.its.ny.gov/ptp

Deliverables Deliverables are the basis of the formulation of the cost proposal for RFP, or Bid Form for IFBs, in most cases.

Minimum

Requirements

Minimum requirements are graded on a pass/fail basis. If the Proposer fails to meet a minimum requirement then they will be deemed non-responsive and will not be considered for award.

Examination of

Work Site:

Should Potential Bidders visit the Work Site to inspect and better formulate a bid? Is this required or optional?

Additional Notes: Any additional notes or requests related to this procurement.

Previous Procurement of Similar Service

This section will be used for reference and precedent throughout the process, if applicable.