2025 -NHT Bid Proposal Timing Requirements.pdf

BID PROPOSAL FOR SPECIFIC TIMING & RACE

MANAGEMENT/TECHNICAL DIRECTOR REQUIREMENTS

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 42nd year of existence and consists of eight races of varying distances ranging from 4K to 10 kilometers. 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, Sunken Meadow, Belmont Lake, Caumsett, Hempstead Lake, Robert Moses and Jones Beach State

Parks. A ½-mile Kids Fun Run will be to begin at 6:30 P.M. at each Summer Run.

The Winter Run Series is in its 31st year of existence and 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.

Course Design & Measurement

The contractor shall design a safe and accurate race route for each race location. All routes will be measured according to the United States Track & Field Standards for road racecourses. Each route will have accurately measured mile markers using GPS. The contractor shall develop and provide a course map for each race route indicating start, finish, mile marks, and water stops. The contractor shall design and measure alternate routes for each location to be used in the event that the original course cannot be used (due to weather, etc.). Contractor must be able to set up alternate racecourse within 1 hour notice by Parks.

Transponder System – “Trident Timing System” or Equivalent

The contractor shall use the “Trident Timing System” or an equivalent system to time all the participants for each race. This includes:

▪ providing transponder timing devices for all pre-registered entrants (approximately 4000 for the Summer

Run Series and approximately 1100 for the Winter Run Series).

▪ providing transponder timing devices for all race day entrants (approximately 750 for the Winter Run

Series).

▪ providing adequate supply of replacement transponder timing devices for lost or damaged devices. Parks will not be responsible for any lost or damaged devices.

▪ providing the antennae timing system at the finish line.

▪ providing all needed hardware and software to use the Trident Timing System or an or equivalent system.

▪ if you are bidding on an equivalent timing system, the contractor must provide a comparison detailing similarities and differences.

Pre-Registration

The contractor shall prepare an email blast to notify past registrants of when the series registration will open.

Event Website

The contractor shall create and manage a website to be utilized for both the Summer and Winter Run Series.

The contractor will work directly with Parks for specific content to be posted and make updates when required.

Registration

The contractor shall conduct all data entry of race applications for all pre-registered and day of race entrants.

The contractor shall:

▪ conduct and manage all aspects of online registration using an online reservation system.

▪ absorb the fee of online registration.

▪ provide, coordinate, and setup for the Summer Run as well as day of race registration for the Winter Run

Series.

▪ provide printer and network connection for in-person registration.

▪ assign all entrants numbers.

▪ scan and match up all transponder devices to race numbers.

▪ prepare all the transponder devices for distribution.

▪ provide numbered and alphabetize bibs ready for distribution with transponder devices affixed.

▪ bibs must be customized with names (an agreed upon cutoff date will be determined between the timing company and Parks for when personalization of bibs is no longer feasible).

▪ all bibs must be printed with series locations, dates and times, as well as with the registrants first name, last name, address, age, and gender.

▪ bibs for runners under 21 years of age must be marked and easy to identify for the Summer Run Series.

▪ provide web check-in.

▪ this includes the ability to check and uncheck registrants when runners pick up their bib.

▪ this service must be available for the duration of the series.

▪ prepare all registration lists (alphabetical by first name and last name, by town) to be placed in binders for packet pickup.

▪ provide all signage for registration area.

▪ provide (5) five staff members to assist with registration on day of events.

▪ responsible for all race day entrant edits and updates.

Refreshments

The contractor must be able to:

▪ provide (15) fifteen staff members to distribute beverages and refreshments after each race as needed.

▪ coordinate and staff 2-3 water stops per race based on course distance.

Timing & Scoring

The contractor shall time and score all the finishers in each race using the trident timing system or an equivalent system. This includes:

▪ text each runners’ time/place/pace within 5 minutes of their finish at each race.

▪ the identification of all award winners within 5 minutes of the last runner crossing the finish line at each race.

▪ award ceremony must start at approximately 8:00 P.M. for Summer Run and approximately 12 Noon for

Winter Run.

▪ the posting of all race results on the contractor’s and event website within 3 hours of the finish of each race.

Digital Display Clocks

The contractor shall provide each race with large digital display clocks for the finish line structure as well as each mile mark up to six (6) working clocks. Each mile mark clock shall be placed accurately using GPS to verify locations.

Start Line Signs

The contractor shall provide and erect pace signs at each race start area.

Finish Line Signs

The contractor shall provide each race with a customized finish line indicating the race name, location, and sponsors. These signs must be approved by Parks five (5) days in advance of race.

Finish Line Structure

The contractor shall provide a finish line structure (Can be inflatable, with the ability for a noninflatable in the event of high winds) that goes over the finish line that supports a large digital display clock and finish line signs displaying race name, location, and sponsors.

Finish Line System

The contractor shall design and construct a finish line system. All staff and materials shall be provided by the contractor; including but not limited to cones and finish tape for the top male and top female.

Finish Line Computer Area

The contractor shall provide its own housing (trailer-truck) to data enter race day entries, edits, and process race day results. This housing must be self-contained with its own power systems, tables, chairs, computers and printers.

Race Management and Technical Director

The contractor shall be responsible for the overall management of the technical aspects of the event and work directly with Parks.

This includes:

▪ physical layout: start and finish at each site

▪ coordinate racecourse with each park manager.

▪ ability to adapt course day of event due to any unforeseen circumstances such as weather.

▪ starting line management.

▪ starting of the race.

▪ finish line management.

▪ posting of results.

▪ reading of top 3 male and female in each age category during awards ceremony.

▪ volunteer recruiting and day of race coordination.

▪ onsite prior to race start for setup and course review with park management.

Kids Fun Run

The contractor shall be responsible for the overall management of timing, coordination, and technical aspects of

(8) eight ½ mile Kids Fun Runs to begin at 6:30PM at each location of the Summer Run Series.

This includes:

▪ physical layout: start and finish at each site.

▪ starting line management.

▪ starting of the race.

▪ finish line management.

Portable PA System

The contractor shall provide the event with a portable public address system to be used for the start of each race and any other necessary announcements and awards ceremony.

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.

End of Race Registration Report: At the end of each race series (Summer and Winter) the contractor is to provide an electronic data base detailing all registrants; name, address, email, and phone number.

Cancellation: Please note that if any run is cancelled and the contractor services are not provided, the price per race including race timing, refreshment staff cost, water stop course, registration cost for the race will not be paid. Cancellation must be made 12 hours in advance for Summer Run and 24 hours in advance for Winter Run.

Term: One -Year Contract/Agreement.