Event_Coordinator_Services.pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/newlondonct

City of New London

13 Masonic St.

New London, CT 06320

EVENT COORDINATOR SERVICES

Project ID: 2026-04 CONL

RELEASE DATE: October 29, 2025

RESPONSE DEADLINE: November 19, 2025, 2:00 pm

Please refer to the project timeline in this document for all important deadlines.

#2026-04 CONL

Title: Event Coordinator Services

Table Of Contents

1. Introduction

2. Submission of Proposals

3. Guaranty or Surety

4. Award

5. Other Requirements

6. Contract

7. Delivery

8. Saving Clause

9. Advertising

10. Rights

11. Scope of Work

12. Evaluation Criteria

13. Vendor Submission Forms

1. Introduction

1.1. Summary & Special Instructions

Scope of Work for Event Coordinator Services

Summary

The City of New London, Connecticut, is soliciting proposals for professional event coordinator services to facilitate the planning, organizing, and executing of various city-sponsored events throughout the year. The qualified Event Coordinator should have expertise in managing events that align with city goals and a demonstrated commitment to community engagement. Events should promote economic impact, tourism, local culture, and enhance the quality of life for residents, including families, young adults, and seniors. The selected vendor will manage all aspects of the event planning process, from the initial concept to post-event evaluations. Responses should exhibit a clear understanding of the scope of this work, including the ability to manage volunteer staff, navigate complexities, adhere to event expectations, communicate with businesses and other stakeholders, and deliver exceptional service. The Office of Economic Development and Planning will be the contract overseer, with the Economic Development Coordinator as the point of contact.

Bonds are not required for this project.

1.2. Timeline

Release Project Date: October 29, 2025

Pre-Proposal Meeting (Non-Mandatory): November 5, 2025, 10:00am https://us06web.zoom.us/j/87288833819?pwd= wH6EEGNhbyONudXBLkBOhAKvif7EU2.1

Meeting ID: 872 8883 3819 Passcode: 3zypa3

Question Submission Deadline: November 12, 2025, 4:00pm

Response Submission Deadline: November 19, 2025, 2:00pm

2. Submission of Proposals

2.1. Response Submission

Submit Electronic Responses via the City of New London's e-Procurement Portal https://procurement.opengov.com/portal/newlondonct

2.2. Questions

Bidders shall submit all inquiries regarding this bid via the City of New London's e-Procurement Portal, located at https://procurement.opengov.com/portal/newlondonct. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the City of New London's e-Procurement Portal. Bidders may also click “Follow” on this bid to https://us06web.zoom.us/j/87288833819?pwd=wH6EEGNhbyONudXBLkBOhAKvif7EU2.1 https://us06web.zoom.us/j/87288833819?pwd=wH6EEGNhbyONudXBLkBOhAKvif7EU2.1 receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

2.3. Addenda Notification and Acknowledgement

Addenda Notification: Bidders are required to register for an account via the e-Procurement Portal hosted by OpenGov.

Once the bidder has completed registration, they will receive addenda notifications to their email by clicking “Follow” on this project. Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at https://procurement.opengov.com/portal/newlondonct

2.4. Submission of Proposals

All Request for Qualifications issued by the City of New London (City) will bind Proposers to the terms and conditions listed below, unless specified otherwise in any individual Request for Qualifications.

Incorporated by reference into this contract are the provisions of Article IV., Section 2-66 through 2-71 and Section 2-73 of the Code of Ordinances of the City of New London.

The contractor agrees to comply with the Code of Ordinances as they exist on the date of the contract and as they may be adopted or amended from time to time during the term of this contract and any amendments thereto.

1. Proposals must be submitted on forms supplied by the City of New London or in the format requested in the specifications. Telephone, facsimile or e-mail proposals will not be accepted in response to a Request for Qualifications.

2. The date and time proposals are to be opened are given in each Request for Qualifications issued. Proposals received after the specified date and time of the proposal opening given in each Request for Qualifications will not be considered.

3. Incomplete proposal forms may result in the rejection of the proposal. Amendments to proposals received by the

Purchasing Agent after the date and time specified for the proposal opening shall not be considered. Proposals shall be computer prepared, typewritten or handwritten in ink. Proposals submitted in pencil shall be rejected. A person duly authorized to sign proposals for the proposer shall sign all proposals. Unsigned proposals shall be rejected.

4. Conditional proposals are subject to rejection in whole or in part. A conditional proposal is defined as one that limits, modifies, expands or supplements any of the terms and conditions and/or specifications of the Request for Qualifications.

5. Alternate proposals will not be considered. An alternate Proposal is defined as one that is submitted in addition to the proposer’s primary response to the Request for Qualifications.

6. Prices shall include delivery and transportation charges fully prepaid by the Contractor to the destination specified in the Request for Qualifications and subject only to cash discount.

7. Pursuant to Sections 12-412 and 12-412(1) of the Connecticut General Statutes, the City of New London is exempt from the payment of excise, transportation and sales taxes imposed by the Federal Government and/or the State. Such taxes must not be included in the proposal prices.

8. In the event of a discrepancy between the unit price and the extension, the unit price shall govern.

9. By its submission the Proposer represents that the proposal is not made in connection with any other Proposer submitting a proposal for the same commodity or commodities and is in all respects fair and without collusion or fraud.

10. All proposals will be opened virtually via OpenGov and ZOOM. The ZOOM link is https://us06web.zoom.us/j/86017281827?pwd=vY0ISP4wE4BV3NHe16mzBDCNEELebI.1 Meeting ID: 860 1728 1827

Passcode: G8c1Y7 .

3. Guaranty or Surety

Bonds are not required for this project.

Bid bonds, performance bonds, and labor and material bonds will be required as specified below. Guaranty or surety may be in the form of certified check. Bonds must meet the following requirements: Corporation – must be signed by an official of the corporation above their official title and the corporate seal must be affixed over the signature; Firm or Partnership -must be signed by all of the partners and indicate they are “doing business as”; Individual – must be signed by the owner and indicated as “Owner”. The surety company executing the bond or countersigning must be licensed in Connecticut and an official of the surety company must sign the bond with the corporate seal affixed over the signature. Signatures of two

(2) witnesses for both the principal and the surety must appear on the bond. Power of attorney for the official signing the bond for the surety company must be submitted with the bond.

Bid Bond – Ten percent (10%) due at time of bid for all contract services and public works/construction projects that exceed twenty thousand dollars ($20,000.00)

Performance Bond – One hundred percent (100%) of contract price for projects that exceed fifty thousand dollars

($50,000.00).

Labor and Material Payment Bonds – One hundred percent (100%) of contract price for projects that exceed fifty thousand dollars ($50,000.00).

4. Award

1. Award of this contract will be made to the lowest responsible, qualified proposer and will be based on net cost and City specifications. The City of New London reserves the right to reject any and all bids or parts thereof, to waive any informality and to award this contract to other than the low proposer and to make multiple awards if deemed in the best interest of the City.

2. The City of New London allows a fifteen percent (15%) local vendor preference. A New London based business will be considered the lowest responsible proposer if it's proposal is within fifteen percent (15%) of the low proposer and it is willing to accept the award at the low proposal price. Any proposer claiming to be a New London based business must provide documentation that all of its motor vehicles are registered in New London and that payment of all of its property and motor vehicle taxes are current.

3. The City of New London may reject any bidder in default of any prior contract or guilty of misrepresentation or any bidder with a member of its firm in default or guilty of misrepresentation.

4. The Purchasing Agent may correct inaccurate awards resulting from clerical or administrative errors.

5. Other Requirements

1. The City has an employment preference goal that jobs be offered to local residents on public prevailing wage projects with thresholds great than $100,000 for renovation and $1,000,000 for new construction. For such projects, it is understood that contractors shall make a good faith effort to employ a participating workforce comprised of twenty-five

(25%) local residents of New London County, CT, with residents of the City of New London, CT getting a priority representing fifty percent (50%) of said participation, which will include twenty-five percent (25%) female and minority.

2. The City has an employee training preference goal that apprenticeship opportunities be made available for state licensed trades on public prevailing wage projects with thresholds greater than $100,000 for renovation and $1,000,000 for new construction. For such projects, it is understood that contractors shall make a good faith effort to employ a minimum of ten percent (10%) of the workforce per state licensed trade as apprentices and, of this number, a minimum of fifty percent (50) shall be in the first year of apprenticeship training.

6. Contract

1. The existence of a contract shall be determined in accordance with the requirements set forth above.

2. The Contractor shall not assign or otherwise dispose its contract or its right, title or interest, or its power to execute such contract to any other person, firm or corporation without the prior written consent of the City of New London.

3. Failure of a Contractor to deliver commodities or perform services as specified will constitute authority for the City of

New London to purchase these commodities or services on the open market. The contractor agrees to promptly reimburse the City of New London for excess cost of these purchases. The purchases will be deducted from the contracted quantities.

4. The Contractor agrees to hold the City of New London harmless from liability of any kind for the use of any copyrighted or uncopyrighted composition, secret process, patented or unpatented invention furnished or used in the performance of the Contract; Guarantee its products against defective material or workmanship; repair damages of any kind, for which it is responsible to the premises or equipment, to its own work or to the work of other contractors; obtain and pay for all licenses, permits, fees etc., and to give all notices and comply with all requirements of the City of New London, the State of Connecticut and the U.S. Government.

5. Insurance requirements generally apply to contract services, professional services and public works improvement/construction projects. The Contractor will carry commercial general liability insurance to protect the City of

New London from loss.

Event Coordinator shall agree to maintain in force at all times during the contract the following minimum coverages and shall name the City of New London as an Additional Insured on a primary and non-contributory basis to all policies, except

Workers Compensation. All policies should also include a Waiver of Subrogation.

Insurance shall be written with Carriers approved in the State of Connecticut and with a minimum AM Best’s Rating of “A-“

VIII. In addition, all Carriers are subject to approval by the City of New London.

(Minimum Limits)

General Liability Each Occurrence

General Aggregate

Products/Completed Operations Aggregate

$1,000,000

$2,000,000

$2,000,000

If any policy is written on a “Claims Made” basis, the policy must be continually renewed for a minimum of two (2) years from the completion date of this contract. If the policy is replaced and/or the retroactive date is changed, then the expiring policy must be endorsed to extend the reporting period for claims for the policy in effect during the contract for two (2) years from the completion date.

Workers’ Compensation and WC Statutory Limits

Employers’ Liability EL Each Accident $1,000,000

EL Disease Each Employee $1,000,000

EL Disease Policy Limit $1,000,000

Original, completed Certificates of Insurance must be presented to the City of New London prior to contract issuance. Event Coordinator agrees to provide replacement/renewal certificates at least 30 days prior to the expiration date of the policies. Should any of the above-described policies be cancelled, limits reduced, or coverage altered, 30 days written notice must be given to the City.

Any deductible or self-insured retention must be disclosed and any claim payments falling within the deductible shall be the responsibility of the contractor.

The CITY requires that these aggregate limits be maintained by the CONTRACTOR as required. It is the responsibility of the CONTRACTOR or his representative to notify the CITY if ever or whenever claims reduce the General Aggregate below $1,000,000.

The Contractor shall require all subcontractors to carry the same forms and minimum coverages that it is required to provide. Evidence of these coverages must be provided to the City of New London Purchasing Agent prior to the contractor or subcontractor coming onto the work site.

All insurance policies shall be endorsed to the City of New London, its officers and employees as additional insured, and shall not be reduced or cancelled without thirty (30) days prior written notice to the Purchasing Agent. The policy shall also include a subrogation of waiver. In addition, the contractor’s insurance shall be primary as respects the City of New

London, and any other insurance maintained by the City of New London shall be excess and not contributing insurance with the contractor’s insurance.

6. Notwithstanding any provision or language in this contract to the contrary, the Mayor may, without cause, terminate this contract for the City’s convenience upon approval by the City Council, whenever he/she determines that such termination is in the best interest of the City of New London. Any such termination shall be effected by delivery to the Contractor of a written notice of termination. The notice of termination shall be sent by registered mail to the Contractor address furnished to the City of New London for purposes of correspondence or by hand delivery. Upon receipt of such notice, the

Contractor shall both Immediately discontinue all services affected (unless the notice directs otherwise) and deliver to the

City of New London all data, drawings, specifications, reports, estimates, summaries, and such other information and materials as may have been accumulated by the Contractor in performing its duties under this contract, whether completed or in progress. All such documents, information and materials shall become the property of the City of New

London. In the event of such termination, the contractor shall be entitled to reasonable compensation as determined by the Mayor, however, no compensation for lost profits shall be allowed.

7. Delivery

1. All products and equipment delivered must be new unless otherwise stated in the proposal specifications.

2. All deliveries will be to the locations specified by the City of New London. The City of New London does not have a loading dock therefore all Contractors will be responsible for inside delivery without assistance from City of New London personnel.

3. Payment terms are net 45 days after receipt of goods or invoice, whichever is later, unless otherwise specified.

4. Charges against a Contractor shall be deducted from current obligations. Money paid to the City of New London shall be payable to the Treasurer, City of New London.

8. Saving Clause

The Contractor shall not be liable for losses or delays in the fulfillment of the terms of the contract due to wars, acts of public enemies, strikes, fires, floods, acts of God or any other acts not within the control of or reasonably prevented by the

Contractor. The contractor will give written notice of the cause and probable duration of any such delay.

9. Advertising

Contractors may not reference sales to the City of New London for advertising and promotional purposes without prior approval of the City of New London.

10. Rights

1. The City of New London has sole and exclusive right and title to all printed material produced for the City of New

London and the Contractor shall not copyright the printed matter produced under this contract.

2. The Contractor assigns to the City of New London all rights, title and interests in and to all causes of action it may have under Section 4 of the Clayton Act, 15 USC 15, or under Chapter 624 of the Connecticut General Statutes. This assignment occurs when the contractor is awarded the contract.

3. The Contractor agrees that it is in compliance with all applicable federal, state and local regulations, including but not limited to Connecticut General Statutes Section 7-148i. The Contractor also agrees that it will hold the City of New

London harmless and indemnify the City of New London from any action which may arise out of any act by the Contractor concerning lack of compliance with these laws and regulations. All purchases will be in compliance with Sections 22a-194 to 22a-194g of the Connecticut General Statutes related to product packaging.

4. This contract is subject to the provisions of Executive Order Number Three of Governor Thomas J. Meskill promulgated

June 16, 1971, the provision of Executive Order Number Seventeen of Governor Thomas J. Meskill promulgated February

15, 1973 and Section 16 of Public Act 91-58, nondiscrimination regarding sexual orientation, and the provisions of

Executive Order No. Sixteen of Governor John G. Rowland promulgated August 4, 1999 regarding Violence in the

Workplace Prevention Policy.

11. Scope of Work

11.1. Event Coordinator Services

Summary

The City of New London, Connecticut, is soliciting proposals for professional event coordinator services to facilitate the planning, organizing, and executing of various city-sponsored events throughout the year. The qualified Event Coordinator should have expertise in managing events that align with city goals and a demonstrated commitment to community engagement. Events should promote local culture and enhance the quality of life for residents and visitors. The selected vendor will manage all aspects of the event planning process, from the initial concept to post-event evaluations. Proposals should exhibit a clear understanding of the scope of this work, including the ability to manage volunteer staff, navigate complexities, adhere to event expectations, communicate with businesses and other stakeholders, and deliver exceptional service.

Proposal Submission

All proposals must be submitted by the deadline as specified in the solicitation document. Submission should include:

A. Professional background, including a minimum of three references.

B. Demonstration of sponsorship acquisition experience and success.

C. Prepare a portfolio of past events (include a min. of four), sample contracts used with vendors, insurance requirements, etc., and performance metrics for past events to determine event success. Evaluation will be based on proven capability to perform the work, including knowledge, skills, relevant experience, and ability to coordinate with applicable local, state, and federal resources.

D. Proposed list of eight (8) events for 2026. Please also include a proposed budget of expenses, sponsorship goals, and required city resources to host each of the eight events.

E. Proposed management fee structure.

Event Specifications

The vendor must adhere to the following detailed specifications:

A. Event Planning: The vendor shall develop comprehensive event plans that include, but are not limited to, the following elements:

1. Event objectives and goals

2. Budget estimates and financial reporting for each event

3. Venue selection and management

4. Vendor and supplier coordination

5. Logistics planning (including event support from city departments)

6. Staffing (event volunteers and hired personnel)

7. Marketing and promotional strategies

8. Strategy to coordinate with local businesses/restaurants.

B. Event Types: The coordinator will facilitate various types of events, including but not limited to:

1. Festivals

2. Concerts and performances

3. Community outreach and awareness events

4. Cultural and seasonal celebrations

C. Event Stipulations: The coordinator will facilitate various types of events to promote local culture, providing a minimum of eight (8) events per year, including but not limited to:

1. Black History Month (February) or Juneteenth (June)

2. Celebrate New London (July) – Multicultural and 250th Anniversary

3. Hispanic Heritage Month (Sept/October)

4. Lighting of the Tree and Small Business Saturday (November)

5. Winter Cultural and Seasonal celebrations (December)

D. Compliance and Standards: The vendor shall ensure compliance with all relevant local, state, and federal regulations, including but not limited to:

1. Safety protocols established by local health departments.

2. Accessibility standards, per the Americans with Disabilities Act (ADA).

3. Permitting requirements as mandated by the City of New London.

4. Insurance coverage requirements and liability waivers. The selected Coordinator will be required to meet with the City's Risk Management firm at the beginning of the contract to ensure appropriate coverages will be required.

E. Coordination with City Departments and Entities: The vendor will coordinate with various city departments to ensure event success, including:

1. Office of Economic Development and Planning

2. New London Cultural District, including businesses within the district

3. Public Works for equipment, set up/take down, and venue maintenance

4. Police Department for public safety and crowd management

5. Fire Department for safety inspections and emergency planning

A. Internal Support

1. Develop and manage an event planning timeline for all city events.

2. Create detailed event maps (event applicable).

3. Prepare and update event P&L reports.

4. Participate in committee meetings (approx. once a month)

5. Attending Cultural District Commission meetings (approx. once a month).

6. Coordinate with staff to ensure event planning is progressing in a timely manner, that all deadlines are met, and the event is staying within the approved budget.

7. Distribute all necessary information to event task force members and staff.

8. Secure volunteers for day-of support.

9. Secure insurance from all vendors, where applicable, listing City of New London as additionally insured.

10. Supporting non-city-sponsored events to ensure calendar, marketing, and Cultural District resources are appropriately included, where applicable.

F. Evaluation and Reporting: After each event, the Event Coordinator is required to conduct a comprehensive post-event evaluation that includes:

1. Evaluation of achieved objectives and goals

2. Financial assessment, including actual vs. budgeted expenses

3. Feedback collection from attendees and city officials

4. Recommendations for future events based on outcomes.

5. Meeting with City Marketing Team.

Service Requirements

The vendor must meet the following service requirements:

A. Staffing: Provide qualified personnel for event management, including event coordinators, volunteers, and any city staff or resources needed for specific events.

B. Communication: Maintain regular communication with City officials, stakeholders, and the public throughout the planning and execution phases. Weekly updates should be provided to designated City contacts.

C. Vendor Management: Select and oversee any subcontractors and vendors, ensuring that all are reputable, adequately insured and licensed, and comply with all contractual obligations.

D. Contingency Planning: Develop contingency plans for weather-related issues, emergencies, and other unforeseen circumstances to ensure the safety and satisfaction of attendees.

E. Marketing and Promotion: Create and implement marketing strategies to promote events through various media outlets, including social media, local news community boards, and city newsletters, and any other media outreach in coordination with the city’s marketing team.

F. Sponsorship Acquisition: Solicit sponsors to participate at event, including the collection of fees from event sponsors and participating vendors, and prepare accounting of all revenues received to offset expenses from the event. Proceeds will be managed and monitored in a separate city account, subject to monitoring and auditing.

Delivery Requirements

Deliverables must be submitted, as outlined:

A. Project Kickoff Meeting: A kickoff meeting must be held within one week of contract award to discuss event strategies and timelines.

B. Event Plans: Detailed event plans should be delivered no later than 30 days prior to each scheduled event.

C. Marketing Materials: All promotional materials must be developed and approved at least 45 days prior to the event.

D. Post-Event Reports: Each post-event evaluation report must be submitted within 14 days following the conclusion of each event.

12. Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Professional background including a minimum of three references N/A N/A

2. Demonstration of sponsorship acquisition experience and success.

N/A N/A

3. Portfolio of past events.

Include a minimum of four, sample contracts used with vendors, insurance requirements, etc., and performance metrics for past events to determine event success - demonstrates ability to coordinate with applicable local, state, and federal resources.

N/A N/A

4. Proposed list of eight (8) events for

2026. Please also include a proposed budget of expenses, sponsorship goals, and required city resources to host each of the eight events.

N/A N/A

5. Proposed management fee structure. N/A N/A

13. Vendor Submission Forms

1. Proposal Submission*

*Response required

2. Non Collusion Affidavit of Prime Bidder *

Please download the below documents, complete, and upload.

• Non_Collusion-_Prime_Bidder...

*Response required

3. Affirmative Action Policy Statements*

Please download the below documents, complete, and upload.

• Affirmative_Action.pdf

*Response required

4. Certification of Bidder Regarding Equal Employment Opportunity*

Please download the below documents, complete, and upload.

• EEO_Cert.pdf

*Response required

5. Vendor Registration Form*

Please download the below documents, complete, and upload.

• Vendor_Registration_Form.docx

*Response required

6. W-9*

Please download the below documents, complete, and upload.

• Federal_W-9_Form_2024.docx https://government-project.s3.us-west-2.amazonaws.com/179072/f801ff58-a3a5-422d-9aeb-94332d9c3dbe_Non_Collusion-_Prime_Bidder.pdf https://government-project.s3.us-west-2.amazonaws.com/179072/1932f320-823e-49fc-b128-deb35f4465d9_Affirmative_Action.pdf https://government-project.s3.us-west-2.amazonaws.com/179072/7e3a0915-e43b-4b93-89c0-49d581318c54_EEO_Cert.pdf https://government-project.s3.us-west-2.amazonaws.com/179072/b9e3d0b9-65f4-45db-b7ae-10ea68aacb73_Vendor_Registration_Form.docx https://government-project.s3.us-west-2.amazonaws.com/179072/dba7fe0c-0f3b-41a3-9c5e-a7b7c57d8259_Federal_W-9_Form_2024.docx

*Response required

7. Certification on Non Segregated Facilities*

This Bidder certifies that he does not maintain or provide his employees any segregated facilities at any of his establishments, and that he does not permit his employees to perform their services at any location, under his control, where segregated facilities are maintained. The Bidder certifies further that he will not maintain or provide for his employees any segregated facilities at any of his establishments, and that he will not permit his employees to perform their services at any locations, under his control, where segregated facilities are maintained. The Bidder agrees that a breach of his certification will be a violation of the Equal Opportunity clause and any Contract resulting from acceptance of this Bid. As used in this certification, the term "segregated facilities" means any waiting rooms, work areas, restrooms and washrooms, restaurants and other eating areas, timeclocks, locker rooms and other storage or dressing areas, parking lots, drinking fountains, recreation or entertainment areas, transportation, and housing facilities provided for employees which are segregated by explicit directive or are, in fact, segregated on the basis of race, color, religion or national origin, because of habit, local custom or otherwise. The Bidder agrees that (except where he has obtained identical certification from proposed Subcontractors for specific time periods) he will obtain identical certifications from proposed Subcontractors prior to the award of Subcontracts exceeding $10,000 which are not exempt form the provisions of the Equal Opportunity clause; that he will retain such certifications in his files; and that he will forward the following notice to such proposed subcontractors (except where the proposed subcontractors have already submitted identical certifications for the specific time periods):

“Notice to prospective subcontractors of requirements for non-segregated facilities. A certification of non-segregated facilities must be submitted prior to the award of a subcontract exceeding the Equal Opportunity Clause. The certification may be submitted either for each subcontract or for all subcontracts during a period (i.e. quarterly, semi-annually, or annually).

Note: The penalty for making false statements in offers is prescribed in 18 U.S.C. Paragraph 1001.

☐ Please confirm

*Response required

8. Additional Information