REQUEST FOR PROPOSALS

EVENT PRODUCTION SERVICES

FOR BLUES BBQ FESTIVAL

CONTRACT NO. G8690

SUMMARY:

Project: Hudson River Park seeks an event producer experienced in food and music productions for Hudson River Park’s annual Blues BBQ Festival (the “Festival”).

Event Description: Blues BBQ Festival is a free one-day music and food Festival dedicated to providing a curated cultural experience. The Festival highlights world-class Blues music performances across two stages, New York’s best regional BBQ and delicious drinks. Other activations include but are not limited to dance lessons, kids activities, local vendors (hot sauce, records, merch), games and two (2) VIP areas.

Project Site: Hudson River Park’s Pier 76

Type of Services: Event production services (the “Services”), as more specifically described in the Scope of Services below.

Term: One (1) year with four (4) optional one-year renewals at the discretion of the Trust.

Type of Services: Event production services (the “Services), as more specifically described below.

RFP Issued: September 24, 2026

Questions Due: October 15, 2026

Responses Due: October 29, 2026

Important Notice: A restricted period under the Procurement Lobbying Law is currently in effect for this Procurement and will remain in effect until approval of the Contract. Respondents are prohibited from contact related to this Procurement with any Trust employee other than the designated contacts listed here: Maggie Curtis, Director of Events & Production or Randi Burroughs, Assistant Vice President, Permits & Programming.

All inquiries shall be made by email to the following address 2027BluesBBQRFP@hrpt.ny.gov or to recipient mailing address listed in Part I below. This RFP and all addenda and responses to questions will be posted on Trust website at: https://hudsonriverpark.org/about-us/bids-business-opportunities.

https://hudsonriverpark.org/about-us/bids-business-opportunities

Hudson River Park Description:

The Hudson River Park Trust (hereafter “the Trust”) is a public benefit corporation and a 501(c)(3) charitable organization created by act of the New York State Legislature. The mission of the Trust is to design, construct, maintain and operate a heavily used four-mile-long waterfront park and estuarine sanctuary on Manhattan’s West Side. While portions of the Park are still undergoing planning and construction, the completed public piers, landscaped upland areas, boating facilities, and other features are among the most heavily used open spaces in New York City. Within the Park footprint are also a number of commercial and cultural venues such as Circle Line, the Intrepid Museum and Little Island as well as a variety of transportation and essential municipal uses, each having their own operating needs and requirements.

Project Description: Through this Request for Proposals (“RFP”), the Trust seeks to solicit quotes from experienced producers and/or production companies (the “Consultant”) to provide planning, and production services, talent acquisition and event management services for the Festival. These will include, but not be limited to talent contracting, delivery and hospitality, event coordination and operations, sourcing and managing equipment, staffing and rentals, handling food and marketplace vendors as well as other partners and activations, managing the on-site bars and, optionally, soliciting sponsors (together, the “Services”).

Context Description: For 27 years, the Blues BBQ Festival has been an annual celebration that welcomes thousands of visitors to the Park and upholds one of the Trust’s major goals of providing free and/or low cost recreational, educational and cultural opportunities for the public. This one-day Festival attracts up to 15,000 attendees over eight (8) hours of music, food, drinks and more across the expansive space of the five-acres of Park land at Pier 76. The Festival is one of the largest free music festivals in New York State open to all and provides the opportunity to experience top local and national Blues musical acts on the main and second stage, sample BBQ vendors of a variety of styles from throughout New York and the surrounding areas, learn dance moves on the floor, play games, enjoy the KidZone with family and friends and grab a drink from either of the two Blues bars.

SUBMISSION REQUIREMENTS & PROCEDURES:

RFP & Submission Timeline:

Thursday, October 15, 2026 Question Deadline: Last date to submit questions regarding the RFP to 2027BluesBBQRFP@hrpt.ny.gov

Thursday, October 22, 2026 Answers Posted: Date that answers to questions will be posted on the Trust website under the Bids and Business Opportunities for the RFP at https://hudsonriverpark.org/about-us/bids-businessopportunities

Thursday, October 29, 2026 Submission Deadline: 5:00 PM, by email, to

2027BluesBBQRFP@hrpt.ny.gov, with pricing and services sent separately.

Submission Format:

• Electronically to the Trust via email: 2027BluesBBQRFP@hrpt.ny.gov o Fee and Cost Schedule MUST be submitted separately from the rest of the

Proposal.

• What to Include:

• Packet One:

o Proposal Certification Form (Exhibit 1) Proposal, including Statement of Approach to Services detailed in

(Exhibit 3), including: Staffing Plan and Resumes for Principals Task specific requirements (as specified in Exhibit 3, for Statement of

Approach to Services) o Work Examples and References (Exhibit 4)

A description of at least three examples of past work producing outdoor festivals without existing infrastructure, that include a minimum of one food vendor and on-stage Talent. Please include the name, location, type of event and a budget snapshot.

Client list highlighting outdoor food, music or both festivals and work with government agencies.

Contact information for three (3) references for whom similar services have been provided.

o MWBE Utilization Plan (with goals of thirty percent (30%) MWBE Utilization) (Exhibit 6) Diversity Practices Questionnaire Proposed Subcontractor Utilization Plan mailto:SUBMERGE@hrpt.ny.gov https://hudsonriverpark.org/about-us/bids-businessopportunities https://hudsonriverpark.org/about-us/bids-businessopportunities mailto:SUBMERGE@hrpt.ny.gov mailto:SUBMERGERFP@hrpt.ny.gov https://hudsonriverpark.org/app/uploads/2022/11/Respondents-Proposal-Certification-Form-Fillable-Form.pdf https://hudsonriverpark.org/app/uploads/2021/07/Diversity_Practices_Questionnaire_Rev_7.21.pdf https://hudsonriverpark.org/app/uploads/2024/02/Combined-PROPOSED-Subcontractor-Utilization-Plan-Rev-2-24.xlsx o If Applicable, Proof of Certification as a New York State Minority or Women Owned Business Enterprise (MWBE) or Service-Disabled Veteran-Owned Business (SDVOB) (Details in Exhibit 7) o Procurement Forms (also in Exhibit 5) Disclosure of Prior Non-Responsibility Determination / Lobbying Form Gender Based Violence and Workplace Certification Iran Divestment Act Certification Non-Collusion Certification Form NY Executive Order 16 Certification

• Packet Two (must be submitted separate from Packet One):

o Fee and Cost Schedule, broken down by each task cost (Exhibit 2); note that this Contract uses a flat fee model.

Forms that will be required during the contracting process (these forms are NOT required with submission) are also available on the Trust website at: https://hudsonriverpark.org/about-us/work-with-us/bids-and-business-opportunities/required-forms-procedures/

Price and Services must be submitted separately. The Trust has the right to approve none, one or multiple vendors for the Services as a result of this RFP.

Contracting Process:

The contract is anticipated to start December 2026.

The contract is anticipated to last one (1) year with four (4) optional one-year renewals, at the discretion of the Trust. The form of contract that accompanies this RFP must also be reviewed by respondents.

Submissions: All responses to this request for proposals are due by 5:00 PM on Thursday, October 29, 2026, and must be emailed to 2027BluesBBQRFP@hrpt.ny.gov. Responses must be email in two separate file packets – Packet One: Services and Packet Two: Pricing.

Proposals will be evaluated based on the following criteria:

Criteria Percentage Quality of Proposal 35% Cost 25% Relevant Production Experience

15%

References and Reputation 15%

MWBE/SDVOB 10%

Details of Selection Criteria:

• Quality of Proposal o Proposed Approach to Services;

o Demonstrated understanding of the scale, production needs and resources required for the Festival;

o Demonstrated ability to recruit high-quality Talent and Food Vendors;

o Demonstrated understanding of the requirements of the Trust;

https://hudsonriverpark.org/app/uploads/2020/03/Disclosure_of_Prior_Non-Responsibility_Determination_Form_Rev_5-18.pdf https://hudsonriverpark.org/app/uploads/2025/11/GBV-and-the-Workplace-Policy-Attestation-Template.pdf https://hudsonriverpark.org/app/uploads/2021/07/Iran_Divestment_Act_Certificationt_Rev._7.21_1.pdf https://hudsonriverpark.org/app/uploads/2020/03/Non-Collusion_Certification_Rev_5-18_1.pdf https://hudsonriverpark.org/app/uploads/2020/03/Non-Collusion_Certification_Rev_5-18_1.pdf https://hudsonriverpark.org/app/uploads/2022/07/HRPK-Russia-Certification.pdf https://hudsonriverpark.org/about-us/work-with-us/bids-and-business-opportunities/required-forms-procedures/ https://hudsonriverpark.org/about-us/work-with-us/bids-and-business-opportunities/required-forms-procedures/ mailto:SUBMERGERFP@hrpt.ny.gov

• Cost o Exhibit 2, Fee and Cost Schedule;

o Competitiveness of response;

o Appropriate division of costs.

• Relevant Production Experience o Experience with producing high quality and safe large outdoor events in the New

York City market;

o Experience with producing events that center around food and/ or music features;

o Familiarity with NYC rules, permitting, restrictions and regulations related to large-scale events, such as temporary sound, food, beverage, and alcohol permits.

• References and Reputation o Demonstrated experience working on public events with relevant NYC, NYS and/ or Federal agencies and/ or public spaces;

o Experience of proposed staff;

o Relevance and reference’s feedback on Consultant’s work.

• MWBE/SDVOB

o Response to Diversity Practice Questionnaire

Forms That Will Be Required During the Contracting Process (these forms are NOT required with submission):

• Doing Business Data Form

• EO177 Certification Form

• MWBE-EEO Policy Statement

• Vendor Responsibility

• NYS Small Business Certification

• W-9 Form

• NYS Tax Contractor Certification ST-220-CA

• NYS Tax Contractor Certification ST-220-TD

• Voided Check

• HRPT Vendor EFT Payment Information Form

Other Forms That Will Be Required During the Term of the Contract (these are NOT required with submission):

• Workforce Utilization Form EE0-101

• Actual Subcontractor Utilization Plan

Forms that will be required during the contracting process and during the term of the contract (these forms are NOT required with submission) are also available on the Trust website at:

https://hudsonriverpark.org/about-us/work-with-us/bids-and-business-opportunities/required-forms-procedures/ https://hudsonriverpark.org/app/uploads/2021/07/Diversity_Practices_Questionnaire_Rev_7.21.pdf https://hudsonriverpark.org/app/uploads/2020/03/EO_177_Certification_of_Policies_Against_Harassment_Discrimination_Rev_5-18.pdf https://hudsonriverpark.org/app/uploads/2020/03/EO_177_Certification_of_Policies_Against_Harassment_Discrimination_Rev_5-18.pdf https://hudsonriverpark.org/app/uploads/2020/03/MWBE-EEO_Policy_Statement_Rev__11-18.pdf https://hudsonriverpark.org/app/uploads/2021/01/NYS-Vendor-Responsibility-Questionnaire-For-Profit-Construction-CCA2-AC3292.pdf https://hudsonriverpark.org/app/uploads/2021/01/NYS-Vendor-Responsibility-Questionnaire-For-Profit-Construction-CCA2-AC3292.pdf https://hudsonriverpark.org/app/uploads/2020/03/NYS_Small_Business_Certification_Rev_5-18.pdf https://hudsonriverpark.org/app/uploads/2020/03/W-9_Form.pdf https://www.tax.ny.gov/pdf/current_forms/st/st220ca_fill_in.pdf https://www.tax.ny.gov/pdf/current_forms/st/st220td_fill_in.pdf https://hudsonriverpark.org/app/uploads/2024/08/Workforce-Utilization-Form-EEO-7-16-24.xlsx https://hudsonriverpark.org/app/uploads/2024/02/Combined-ACTUAL-Subcontractor-Utilization-Plan-Rev-2-24.xlsx https://hudsonriverpark.org/about-us/work-with-us/bids-and-business-opportunities/required-forms-procedures/ https://hudsonriverpark.org/about-us/work-with-us/bids-and-business-opportunities/required-forms-procedures/

SCOPE OF SERVICES

The general scope of services is listed below. Previous production photos and a site map are included at the end of the Scope. These items are all subject to change at the discretion of the Trust.

Event Description: Blues BBQ Festival is a free one-day music and food Festival dedicated to providing a curated cultural experience. The Festival highlights world-class Blues music performances across two stages, New York’s best regional BBQ and delicious drinks. Other activations include but are not limited to dance lessons, kids activities, local vendors (hot sauce, records, merch), games and two (2) VIP areas.

Event Date: Mid-August annually, taking place on Saturday, August 14 in 2027 (subject to change)

Event Time: 1:00 – 9:00 PM

Event / Project Site Location: Hudson River Park’s Pier 76 (the “Pier”) is located west of West 34th Street with an address of 1 Pier 76, 408 12th Ave West, New York, NY 10018. Positioned adjacent to the Jacob Javits Center, Pier 76 is a large public pier for recreation, featuring ample space to relax and enjoy the waterfront. The Pier features primarily flat asphalt with large concrete planters and benches and an overhead structure. The Pier is approximately 610 feet long by 290 feet wide, not including the Upland and offers approximately 186,000 sq. ft. of programmable https://hudsonriverpark.org/locations/pier-76/ space. The Pier has no on-site restrooms, no electric service, limited water supply, and no onsite storage. The Pier has overhead general Park use lighting.

Production History: In the past 5 years, the Trust has considered Blues BBQ Festival to be a highly successful event. The Festival in size, scope, scale and budget achieves the Trust’s goals of providing a high-quality experience using modest resources. Consultant budgets have historically allocated approximately 30% to talent acquisition, 35% to event production and 25% to rental equipment, installation and breakdown, with the remaining budget being allocated across tasks.

The Trust is open to revenue share models, such as with the bar and sponsorships, to off-set costs.

Event History: To facilitate accurate submissions, the Trust is providing below details of relevant historic elements of the Festival. This list is not exhaustive but merely provides an outline of known items to expect.

The Festival is in it’s 27th year and it is one of New York’s largest free blues and BBQ events. The event aims to support the Park mission of providing free and low-cost cultural events to the public.

Blues BBQ Festival takes place on Hudson River Park’s expansive Pier 76, located at W 36 Street.

The Festival operates to both welcome individuals to the Park and offer a free celebration that makes full use of the open pier area. Consultant should be able to present an event that is cohesive, both through visuals and content, centered around world-class Blues music, and highlighting exemplary regional BBQ food and drinks designed for a diverse audience.

The Festival has expanded to include two stages, a Main and a Second stage, to ensure full footprint coverage of the event with music. The Main Stage is designed to be the show case piece of the Festival, bringing to the stage world-class talent. It has featured artists such as Bobby Rush, Karl Denson’s Tiny Universe, Vieux Farka Touré and The World Famous Harlem Gospel Choir. The Second Stage is curated through an existing partnership with Jazz Foundation of America, and has featured local and renowned musicians such as Jonathan Kalb, Jimmy Hill and the Allstarz and Kathryn Farmer.

Food and drink are another key element of the Festival. BBQ pitmasters bring visual and olfactory excitement, as well as delicious and affordable food. Featured vendors are often selected for their strong local reputation and signature flavor profiles, and pull from city favorites such as Dinosaur Bar-B-Que alongside up and comers like Tikkun BBQ, an Astoria hometown hero, and Kimchi Smoke Barbeque.

The atmosphere of the event is further enhanced through supporting activations. These satisfy three key pieces of the Festival – creating a space for merchandise, having a family friendly space and making an opportunity for movement. The first, to offer attendees a space to shop or walk away with something, has in the past brought in vendors to sell artist memorabilia, hot sauce or records, to create a marketplace. The second, to offer something fun for those attending with families or kids, brought about the Kid Zone, that features games, crafts and other relevant activations. Finally, bringing an opportunity for movement to the event, have been the Blues Dance Floor and lessons.

The Trust is open to different interpretations or ways to satisfy these goals and/or the addition of other or new pieces or recommended goals to further enhance the Festival.

The Festival includes two VIP spaces – they are sectioned off to welcome sponsors and donors.

Hudson River Park Friends coordinates furniture rentals and catering for a more elevated experience.

Services to be provided as follows:

Task 1: Talent Acquisition, Coordination and Management

The Consultant shall book and manage no less than five (5) blues performers/groups/bands (collectively the “Talent”) for the Main Stage of similar quality to past Festivals. Jazz Foundation of America will book Second Stage Talent, though the Consultant remains responsible for their riders and on-site hospitality. Specific services include, but not limited to:

• Negotiate, book and finalize performances of local, regional and national Talent.

• Manage all contracts and payments.

• Provide and coordinate the fulfillment of any Talent contract riders agreed to, including travel and technical requirements, and on-site hospitality.

• Provide marketing collateral, in a timely fashion, to the Trust.

• Arrange for pre-Festival promotional appearances whenever possible, upon request.

• Manage Talent’s fulfillment of pre-Festival promotional support, including but not limited to social media posts, email newsletters and website linking in coordination with the Trust.

• Coordinate the fulfillment of riders associated with all Talent, including but not limited to Talent procured by other organizations, such as Jazz Foundation of America and Blues Dance New York, and the emcee.

All Talent is subject to approval from the Trust.

Task 2: Event Production and Operations The Consultant shall provide the following event production services:

• Plan, produce and oversee all elements required to execute the Festival;

• Coordinate and manage all onsite equipment and materials required for Trust-approved layout for the Festival;

• On-site supervision of the delivery and pick-up of all Festival equipment;

• On-site management of the Festival including but not limited to equipment, supplies, staff, vendors and composting;

• Execute sponsorship activations, both Trust provided and any the Consultant brings in, including answering questions, advancing all necessary on-site details, on-site supervision and management of load in, set up, and load out;

• Manage relationships with all participating Talent, vendors, organizations and subcontractors, including but not limited:

o Handling coordination regarding permitting, insurance and resource needs;

o Scheduling and managing on-site arrival and departure of Talent, vendors, organizations and subcontractors;

o Coordinating and budgeting Talent and necessary Production parking; and o Managing all advancement for the Festival

• Secure all permits necessary for the execution of the Festival, including, but not limited to, Temporary Place of Assembly (TPA) and SLA and provide copies to the Trust. Festival capacity will be determined by the TPA permit.

• Develop and submit on mutually agreed upon timeline all necessary production documents including but not limited to:

o Barricade Nesting Plan o Generator Spill Plan o Power Plan o Production Schedule o Run of Show o Security Plan & Briefing o Site Plan o Staffing Plan o Traffic Management Plan (both vehicles and pedestrians) o Vehicle Manifest o Composting Plan o Weather Plan

• Implementing site plan, as proposed by the Consultant and approved by the Trust (components to include, but not limited to, stage, amenities (i.e. food, restrooms), concessions, signage, non-exhibitor family activities (i.e. games, crafts, etc.)

standing/seating areas, research stations / exhibitors, emergency aisles, audio positions, and green room/waiting area/queuing configuration for Talent).

• Create a scaled floor plan including electrical needs. There are no hard-wired electric connections at the Pier and Consultant is required to establish/source electrical needs for entire Festival. The Trust has a strong preference for electric generators where possible.

• Generate a signage plan to satisfy TPA requirements, with emergency exit and basic event way finding signage at the Festival. The Trust will produce all signage for the Festival.

• Coordinate and manage overnight security for Festival site from load-in day to Festival day

• Coordinate Trust Staff Food Program: secure food options for staff overtime meals from on-site Food Vendors. One meal for approximately sixty (60) on-site staff, number subject to change at the Trust’s discretion, portable and to be delivered during the first half of the Festival, a time to be mutually agreed upon.

Task 3: Equipment, Staffing, Rentals, Installation and Breakdown The Consultant shall specify, source and procure all Festival-related equipment, staffing and services including staging, sound, lighting, tents, trailers, tables, chairs, power source(s), security, and communications equipment. The Consultant shall detail all required equipment for the Festival, and supply to the Trust for review by no later than June for each year. Quantities and rental equipment below should be modified based on producer’s discretion; these are estimates only. While the Trust is open to innovation, the Trust does not anticipate drastic changes.

Adequate on-site and advancement staffing, subject to Trust approval, as reflected in the submitted proposed staffing plan.

Consultant Rentals/ Provided Map Label Category Details N/A Safety, TPA requirements Fireguard staffing for a 5,000-capacity attendance Festival

Restaurants, main stage, second stage, throughout

Infrastructure 25 tents of varying sizes

Bars and restaurants Infrastructure 175 stanchions Dining areas, bars, restaurants, throughout

Infrastructure 175 tables of a variety of lengths and shapes

Concert seating, throughout

Infrastructure 1600 folding chairs, with seating for ~1000 in front of mainstage (concert seating)

Restaurants, back of house

Infrastructure 40 garbage bins

Restaurants Infrastructure 5’ grill (1 per restaurant)

Throughout Signage Signage to satisfy TPA requirements

Main Stage Staging SL100 or similar main stage

Second Stage Staging 20’x16’ or similar second stage

Main & Second Stages

Audio Backline, audio engineering and equipment for main and second stage

Main Stage Lighting Main stage lighting Throughout Staffing Staffing for Festival set-up, breakdown, and during;

security, bar, event production and operations and A/V Throughout Power Generators for both stages, restaurants and vendors as needed. The Trust has a strong preference for electric generators where possible.

Trust Provided The Consultant is responsible for all on-site set-up and breakdown of Trust provided equipment unless otherwise indicated by an asterix (*) below Map Label Purpose Details Dance Floor & Lessons

Infrastructure 30’x30’ Dance Floor

Throughout Infrastructure Barricade Covers Throughout Infrastructure Barricades (up to 450) Toilets Infrastructure Portolets and handwash stations* Throughout Infrastructure Public trash, recycling bins* Bars, VIP Areas, Info Tent, Cooling Zone, Kid Zone

Infrastructure Trust branded pop-up tents, multiple sizes

Game Zones Infrastructure Lawn games, assorted* Cooling Zone Infrastructure Mister for Cooling Zone* First Aid Safety One (1) BLS ambulance Throughout Signage On-site signage and installation* Kid Zone Activation River Project activity for Kid Zone; will need a minimum of one other producer supplied activation.

Throughout Infrastructure Concrete benches, seating* Throughout Infrastructure Adirondack chairs (plastic, approximately 75)* Throughout Infrastructure Marketing materials, printing* Throughout Infrastructure Waste Removal Services* Throughout Infrastructure Park Enforcement Patrol (PEP); cannot be used as a part of security plan*

As noted above, Consultant will provide the following staffing:

• Security staffing, including enough fireguards to meet TPA requirements for a 5,000 capacity event

• Festival staffing, including support for set-up, break-down, etc. as required by the Festival

• Bar staffing

• A/V staffing

The Consultant shall coordinate the delivery and installation of rental equipment to Hudson River Park’s Pier 76 (the “Festival Site”) the day before the Festival during normal business hours, 6:00 AM – 1:00 AM, and in accordance with Trust directives on safe entry and exit into the Park and shall coordinate the breakdown and pick up the rental equipment after the Festival ends, to be fully clear of the Pier before re-opening on Sunday. All vehicles utilized by the Consultant must be approved by the Trust.

Task 4: Food and Marketplace Vendor Management BBQ Food/ Restaurant Vendors The Consultant shall procure and contract with six (6) or more BBQ food vendors (the “Restaurants”) for the Festival.

Of the Restaurants, a minimum of one must serve primarily vegetarian or vegan BBQ dishes. All Restaurants must offer a minimum of four (4) main dishes for purchase of reasonable (to be determined by the Trust) cost.

At the Trust’s discretion, the Consultant may be required to adjust the number of Restaurants or other related factors the following year if line wait times are observed to be more than thirty (30) minutes at more than two (2) Restaurants at any one time.

Dessert Vendor The Consultant shall procure and contract with at least one (1) dessert vendor (the “Dessert Vendor”) for the Festival, such as ice cream, popsicles or doughnuts.

Marketplace Vendors The Consultant shall procure, contract with and coordinate all necessary elements for the Blues Marketplace. This should include but not be limited to:

• Procure and contract with a minimum of one (1) snack vendor, offering something quick and hand held, such as pre-packaged snacks or pickles.

• Procure and contract with a minimum of four (4) hot sauce vendors, preferably local.

• Procure and contract with a minimum of two (2) lifestyle vendors, such as sellers of records, instruments or other Blues-related materials.

Compost Vendor The Consultant shall procure, contract with and coordinate all necessary elements for a Compost Vendor to be present at the Festival. The Compost Vendor should be capable of setting up a minimum of two (2) compost receptacle stations at the Festival as well as educational components at each receptacle station. The Vendor will also be responsible for taking the compost received off-site and composting after the Festival. Consultant should break out the cost for Compost Vendor services separately, in Fee and Cost Schedule.

For All Vendors Listed Above The Consultant shall manage and support all the above-listed Vendors with the following services:

• Be the point of contact for all Vendors.

• Confirm all menu and marketplace items and communicate these to Trust in a timely manner.

• Secure all permits necessary for the execution of the Festival, including but not limited to those permits issued by the New York City Department of Health (health permit/caterers license), New York City Department of Consumer and Worker Protection (such as General

Vendor License, Temporary Street Fair Vendor Permit) and State Liquor Authority, and provide copies to the Trust in a timely manner.

• Schedule and manage on-site arrival and departure of participating Vendors.

• Manage any other miscellaneous questions, requests or problems from participating

Vendors during Festival.

• Provide the following equipment, or similar, if requested for Marketplace Vendors: 1

10x10 Tent, two 6’ tables and 4 folding chairs.

• Provide the following equipment or similar for each Vendor at the Festival (subject to change):

o BBQ Food/ Restaurants Vendors

Description of equipment 10’ x 10’ Tent (1 per Restaurant) 5’ Grill (1 per Restaurant) 8’ Table (2 per Restaurant) o Desert Vendor, Marketplace Vendors and Compost Vendor Description of equipment (as requested) 10’ x 10’ Tent 8’ Table (2 per Vendor) 2 Folding Tables

Task 5: Bar Management The Consultant shall operate and staff a beer and/or full spirits bar(s) (collectively, “Consultant’s Bars”) during the Festival. The net revenue generated by the Consultant’s Bars shall be divided between the Trust and Consultant. The Trust shall look to the Consultant to propose a net revenue split from the Consultant’s Bars in Exhibit 2: Fee and Cost Schedule.

If the bar costs (including but not limited to staffing, infrastructure and product) outweighs the revenue, the Consultant shall take on the expense of any unsold and unreturnable product.

The Consultant shall be responsible for the following:

• Acquiring all necessary and required permits for Consultant’s Bar(s).

• Managing all on-site delivery, set-up, breakdown and pick-up in connection to Consultant’s

Bar(s).

• Hiring and managing all bar staff; ensuring all staff have proper credentials and operate in a safe manner.

• Compliance with all federal, state and local law and regulations regarding the sale and consumption of alcohol.

• Acquiring all necessary equipment for point of sale services.

Task 6: Activations Management The Consultant shall coordinate and manage partner organizations and other activations taking place at the Festival.

These currently include but are not limited to:

• Kid Zone

• Blues Dance Floor and Lessons with Blues Dance New York

• Hudson River Park Friends Area, capacity 200

• Trust VIP Area, capacity 200

• Blues Marketplace

• Second Stage by Jazz Foundation of America

For all activations listed above and any future additions the Trust may elect to bring on, Consultant’s Activations Management Services include, but are not limited to:

• Represent the Trust in all communication with Activation Talent or Organizations and adhere to professional standards, including but not limited to timeliness and clarity of responses;

• Negotiate, book and produce activities;

• Manage all contracts and payments;

• Fulfill contract riders agreed to, including travel and technical requirements, and on-site hospitality;

• Provide marketing collateral, in a timely fashion, to the Trust;

• Arrange for pre-Festival promotional appearances upon request;

• Collect and verify insurance;

• Provide the following equipment or similar as needed for each Activation at the Festival

(subject to change):

o Activations

Description of equipment (as requested) 10’ x 10’ Tent (1 per Restaurant) 8’ Table (2 per Restaurant) 2 Folding Tables

Task 7: Sponsorship Solicitation (Optional) The Trust would be interested in off setting the cost of the Festival with sponsorship. While sponsorship solicitation is not a core requirement of this RFP, respondents may opt to support Festival sponsorship goals by seeking out and acquiring sponsors for the Festival. Respondents will not be penalized if they decide to opt out of Sponsorship Solicitation.

Regardless of if Consultant pursues Sponsorship Solicitation, the Trust may bring in sponsors that would require support by the Consultant. Previous sponsors of the Festival include Lagunitas, Rivian and Tito’s Vodka, among others. The Trust would be interested in sponsors of similar categories or other Festival-relevant sponsors.

Consultant must include in their response a proposed sponsorship split for Consultant recruited sponsors.

Consultant responsibilities include but are not limited to:

• Coordinate with Trust staff to solicit Festival sponsorships including, but not limited to corporate, foundation, and media; educational sponsors;

• All sponsorships must have a cash component, the minimum of which will be set in conjunction with the Trust;

• Sponsorships must be in line with Trust policies, especially Park Over Plastic (see Exhibit 10 for more information);

• No sponsorship may proceed without the Trust’s approval;

• Provide complete sponsorship recaps at conclusion of the Festival

Previous Site & Photo References:

Pier 76 Site Map:

Historic Event Production Photos:

Signage & built-in Pier lighting

610’

290’

Main Stage, Audio (mainstage speakers positioned behind mesh banners)

Main Stage Lighting, Tents

Main Stage Lighting

Second Stage, Backstage Tent

Main Stage Audio, Signage, Lighting

Dining Area (8’ banquet tables, folding chairs)

Concert Seating (for approximately 1000)

PART I

REQUIREMENTS

1. SERVICES TO BE PERFORMED AND WORK PRODUCT

The selected Contractor shall perform all work and services and deliver all of the Services specifically described in and required by the Scope of Services. Prior to submitting your proposal, please be sure that you review and fully understand the Scope of Services.

2. COMPENSATION

Subject to and in accordance with the final terms of the Contract, the Trust shall compensate the selected Contractor as follows:

In General. Under the Contract, the Trust will agree to pay to the Contractor an amount not to exceed the Maximum Contract Price to be negotiated between the Trust and the selected Contractor based upon its response to this RFP. The Maximum Contract Price shall be the maximum compensation for all of the Services provided by the Contractor pursuant to the Contract and all expenses of the Contractor in connection therewith, including costs of any Subcontractors. The Maximum Contract Price shall be payable as provided in Article II of the Contract and Appendix C of the Contract.

Payment Schedule:

1. Upon execution of the Contract, and for each Year of the Term thereafter upon execution of each annual renewal. (1/2 of the Fee)

2. In March (1/4 of the Fee) Final payment 30 Days after the Festival, expected to be August or early September, subject to successful completion of all Contract requirements, based on actual sub-consultant expenses submitted by the Consultant to the Trust. (1/4 of the Fee)

Sales and Use Tax. The Trust is exempt from state and local sales and use tax. SUCH TAX IS NOT TO BE INCLUDED IN PROPOSALS or in invoices submitted under the Contract.

The Trust will provide the selected Contractor with an appropriate “sales and use tax exemption certificate”.

3. GENERAL CONDITIONS, TERMS, LIMITATIONS AND REQUIREMENTS

Proposal as Offer to Contract. Unless a specific exception is noted by the Trust, submission of a proposal in response to this RFP shall constitute an offer on the part of the successful respondent to execute the Contract substantially in the form annexed hereto as Exhibit 8. Any supporting documents or other items attached as exhibits to this RFP shall be incorporated into the Contract. The successful respondent shall cooperate in supplying any information as may be required by the Trust for background clearance, which is available on the PASSPort website at https://www1.nyc.gov/site/mocs/systems/about-go-to-passport.page, and any other government review and approval forms. Respondent’s proposal shall remain open for acceptance by the Trust and shall remain firm and binding upon the respondent for at least sixty (60) days after the date on which the proposals are received by the Trust, except that the Trust may by written notice to the respondent extend that date for an additional forty-five (45) days.

https://www1.nyc.gov/site/mocs/systems/about-go-to-passport.page

Freedom of Information Law. All proposals submitted to the Trust in response to this RFP may be disclosed in accordance with the standards specified in the Freedom of Information Law, Article 6 of the Public Officers Law of the State of New York (“FOIL”). A respondent may provide in writing, at the time of its submission, a detailed description of the specific information contained in its submission which it has determined is a trade secret and which, if disclosed, would substantially harm such entity’s competitive position. This characterization shall not be determinative, but will be considered by the Trust when evaluating the applicability of any exemptions in response to a FOIL request.

Equal Employment Opportunity Requirements. By submission of a proposal in response to this solicitation, the respondent agrees with all of the terms and conditions of the Contract’s Appendix A – Standard Clauses for All New York State Contracts including Clause 12 - Equal Employment Opportunities for Minorities and Women. The respondent is required to ensure that it and any subcontractors awarded a subcontract for the work, undertake or continue programs to ensure that minority group members and women are afforded equal employment opportunities without discrimination because of race, creed, color, national origin, sex, age, disability or marital status. For these purposes, equal opportunity shall apply in the areas of recruitment, employment, job assignment, promotion, upgrading, demotion, transfer, layoff, termination, and rates of pay or other forms of compensation. This requirement does not apply to: (i) work, goods, or services unrelated to the Contract; or (ii) employment outside of New York State.

If awarded a Contract, respondent shall submit a Workforce Utilization Form EEO-101 and shall require each of its Subcontractors to submit a Workforce Utilization Form EEO-101, in such format as shall be required by the Trust on a monthly basis during the term of the Contract. Further, pursuant to Article 15 of the Executive Law (the “NYS Human Rights Law”), Title 8 of the New York City Administrative Code, and all other State and Federal statutory and constitutional non-discrimination provisions, the Contractor and subcontractors will not discriminate against any employee or applicant for employment because of actual or perceived age, race, creed, color, national origin, gender identity or expression, sexual orientation, predisposing genetic characteristics; military status, marital status, partnership status, domestic violence victim status, or alienage or citizenship status, and shall also follow the requirements of the NYS Human Rights Law with regard to non-discrimination on the basis of prior criminal conviction and prior arrest.

Please Note: Failure to comply with the foregoing requirements may result in a finding of non-responsiveness, non-responsibility and/or a breach of the Contract, leading to the withholding of funds, suspension or termination of the Contract or such other actions or enforcement proceedings as allowed by the Contract.

MWBE AND SDVOB COMPLIANCE: Respondents shall submit with their proposal a Subcontractor Utilization Plan following the requirements set forth in Exhibit 6 to this RFP.

Costs. The Trust shall not be liable for any cost incurred by the respondent in the preparation of its proposal or for any work or services performed by the respondent prior to the execution and delivery of the Contract. The Trust is not obligated to pay any costs, expenses, damages or losses incurred by any respondent at any time unless the Trust has expressly agreed to do so in writing.

The Trust Rights. This is a “Request for Proposals” and not a “Request for Bids”. The

Trust shall be the sole judge of whether a proposal conforms to the requirements of this RFP and of the merits and acceptability of the individual proposals. Notwithstanding anything to the contrary contained herein, the Trust reserves the right to take any of the following actions in connection with this RFP: amend, modify or withdraw this RFP; waive any requirements of this RFP; require supplemental statements and information from any respondents to this RFP;

award a contract to as many or as few or none of the respondents as the Trust may select;

accept or reject any or all proposals received in response to this RFP; extend the deadline for submission of proposals; negotiate or hold discussions with one or more of the respondents;

permit the correction of deficient proposals that do not completely conform with this RFP;

waive any conditions or modify any provisions of this RFP with respect to one or more respondents; reject any or all proposals and cancel this RFP, in whole or in part, for any reason or no reason, in the Trust's sole discretion. The Trust may exercise any such rights at any time, without notice to any respondent or other parties and without liability to any respondent or other parties for their costs, expenses or other obligations incurred in the preparation of a proposal or otherwise. All proposals become the property of the Trust.

Proposals From Principals. Only proposals from principals and authorized officers will be considered responsive.

Disclaimer. The Trust and its respective officers, directors, agents, members and employees make no representation or warranty and assume no responsibility for the accuracy of the information set forth in this RFP. Further, the Trust does not warrant or make any representations as to the quality, content, accuracy or completeness of the information, text, graphics, links or any other facet of this RFP once it has been downloaded or printed from any server, and hereby disclaim any liability for any technical errors or difficulties of any nature that may arise in connection with the Website on which this RFP is posted, or in connection with any other electronic medium utilized by respondents or potential respondents in connection with or otherwise related to the RFP.

Protest Procedures. Any protests related to this procurement shall follow the procedures set forth in Exhibit 9.

4. VENDOR RESPONSIBILITY

Prior to selection, the Trust will require a copy of the vendor responsibility form that the Contractor has on file with New York City’s Procurement and Sourcing Solutions Portal (PASSPort) or New York State’s VendRep system. If Contractor has not already filed with PASSport or VendRep, Contractor must complete a Vendor Responsibility form as provided by the Trust.

Each Contractor must register on PASSPort with the Mayor’s Office of Contracts for itself and its Subcontractors, for all contracts totaling $250,000 or more in a 12-month period. If applicable, all Contractors must create an account by clicking https://www1.nyc.gov/site/mocs/systems/about-go-to-passport.page.

For Contractors not on PASSport but with a contract value of $100,000 or more, Contractor must complete the online questionnaire on the VendRep system at https://www.osc.state.ny.us/state-vendors/vendrep/vendrep-system.

https://www1.nyc.gov/site/mocs/systems/about-go-to-passport.page https://www.osc.state.ny.us/state-vendors/vendrep/vendrep-system

5. INTERVIEWS

Interviews may be held with any or all of the respondents after the receipt of proposals.

Interviews with the Trust will be scheduled after its initial review of proposals.

6. SELECTION

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. See Part I for an explanation of the criteria upon which the Trust will base a selection.

EXHIBIT 1

RESPONDENT’S PROPOSAL CERTIFICATION FORM

Submitted by

[Insert Name of Respondent] (The “Respondent”)

Respondent, in accordance with and subject to all of the terms and conditions of the Request for Proposals pursuant to which this proposal (the “Proposal”) is being submitted, agrees that it will provide in consideration of the price(s) set forth in the Fee and Cost Schedule, all of the Services set forth in the Scope of Services in accordance with the Contract, and to accept in full compensation therefore (including without limitation all overhead, profit, taxes and other charges and expenses applicable thereto), the price(s) stated in the Fee and Cost Schedule. The Fee and Cost Schedule, is simultaneously being delivered to you in a separate PDF and is incorporated herein and made part hereof.

Respondent makes the following statements and representations as part of its Proposal:

(a) That the Respondent has examined all parts of the RFP, including the Contract Draft and the Scope of Services, and all terms and conditions hereof.

(b) That the Respondent agrees to obtain all necessary approvals, permits and/or licenses required by law or regulation of the performance of the Services.

(c) The Respondent has received the following Addenda receipt of which is hereby acknowledged:

Date Number

In order to induce the Trust to accept this Proposal, Respondent hereby agrees to abide by all of the terms and conditions of the Contract including, without limitation, all representation and warranties set forth therein.

WHEREFORE, the Respondent submits this Proposal to the Trust.

[INSERT NAME OF RESPONDENT]

Signed by: ____________________________________________________________________ Printed Name: _________________________________________________________________ Title: ________________________________________________________________________ Respondent’s Address: __________________________________________________________

Notice Address (if different from above): ____________________________________________ Respondent’s Telephone Number: __________________________________________________ Respondent’s Fax Number: _______________________________________________________ Respondent’s E-mail Address: _____________________________________________________ Respondent’s Tax I.D. Number: ___________________________________________________

If a New York State-certified MWBE and/or SDVOB, attach copies of your State-certification.

EXHIBIT 2

FEE AND COST SCHEDULE

1. The Respondent shall complete and submit a Fee and Cost Schedule in the form of the “Fee and Cost Schedule” on the following pages. Note that the Trust operates on a flat fee model. Amount submitted should be all-inclusive.

2. The submitted Fee and Cost Schedule should cover all Services and Tasks described in the RFP and the Contract Draft.

3. PLEASE BE SURE THAT YOU SUBMIT YOUR FEE AND COST SCHEDULE

IN A SEPARATE PDF.

(See Fee and Cost Schedule on following page)

EXHIBIT 2

FEE AND COST SCHEDULE

The Consultant shall provide the following services to the Trust and shall be paid a lump sum fee (“Fee”) for the Tasks listed below. Pricing shall include all overhead and profit, including the cost of all materials and supplies, equipment, labor, administration, overhead, insurance, and taxes.

The Consultant shall be paid the Fee in three installments for each Year:

1. Upon execution of the Contract, and for each Year of the Term thereafter upon execution of each annual renewal. (1/2 of the Fee)

2. In March (1/4 of the Fee)

3. Final payment 30 Days after the Festival, expected to be August or early September.

Payment is subject to the successful completion of all Contract requirements and submission of a budget breakdown, as dictated by the Trust. .(1/4 of the Fee)

For the purpose of completing this lump sum fee proposal, Respondent’s Maximum Contract Consultant will bill the Trust for actual sub-consultant and rental equipment expenses.

Consultant must receive prior written approval from the Trust if Consultant exceeds the itemized recommended budget for each sub-consultant as outlined in the Scope of Services.

YEAR ONE (2027)

Task Services Fee

Task 1 Talent Acquisition and Coordination

Task 2 Event Production and Operations

Task 3 Equipment, Rentals, Installation and Breakdown

Task 4 Food and Marketplace Vendor Management;

break out Compost Vendor cost

Task 5 Bar Management; include proposed net revenue split

Task 6 Activations Management

Task 7 Sponsorship Solicitation (Optional); include proposed sponsorship split

Year One Maximum Contract Price

YEAR TWO (2028)

Task Services Fee

Task 1 Talent Acquisition and Coordination

Task 2 Event Production and Operations

Task 3 Equipment, Rentals, Installation and Breakdown

Year Two Maximum

YEAR THREE (2029)

Task 1 Talent Acquisition and Coordination

Task 2 Event Production and Operations

Task 3 Equipment, Rentals, Installation and Breakdown

Year Three Maximum Contract Price

YEAR FOUR (2030)

Task 1 Talent Acquisition and Coordination

Task 2 Event Production and Operations

Task 3 Equipment, Rentals, Installation and Breakdown

Year Four Maximum

YEAR FIVE (2031)

Task 1 Talent Acquisition and Coordination

Task 2 Event Production and Operations

Task 3 Equipment, Rentals, Installation and Breakdown

Year Five Maximum

Total for all five (5) years: _____________________________________________

EXHIBIT 3

RESPONDENT’S SCOPE OF SERVICES PROPOSAL

Proposals Should Include:

• Brief description of company background, history, and qualifications.

• Proposed staffing plan for the Festival.

• Statement of Approach to Services, as outlined in the Scope of Services. This should include, but not necessarily be limited to:

• Approach for each Task.

• Response to the following:

o Task 1: Talent Acquisition, Coordination and Management Propose a list of five (5) potential mainstage Blues artists and estimated Talent fees, if available.

Explanation of approach to securing Talent.

o Task 2: Event Production and Operations Submit a proposed staffing plan.

o Task 3: Equipment, Staffing, Rentals, Installation and Breakdown Submit a proposed rentals list, including quantities of each item.

o Task 4: Food and Marketplace Vendor Management Propose a list of Food Vendors, including one Vendor that has primarily vegan or vegetarian focused mains.

Explanation of approach…