Timing_Bid_QA.pdf

KATHY HOCHUL RANDY SIMONS George Gorman, Jr.

Governor Commissioner Pro Tempore Regional Director

Office of Parks, Recreation and Historic Preservation Long Island • 625 Belmont Ave. Babylon, NY 11702 • 631-321-3500 • parks.ny.gov

We’ve receive a number of questions regarding the timing bid and will list all of them with their answers below. For clarity, the answers will be in red.

1. Contract Pricing Details

• The estimated cost per year section in the contract request form is blank. Is there a specific budget cap, or is pricing fully open to vendor proposals?

o No, pricing is fully open to the vendor. The contract will be awarded to the lowest bidder.

• Does the budget cover all aspects of race management (timing, registration, staffing, refreshments, etc.), or are there separate budgets for different elements?

o Yes. The contract price should include everything as detailed in the RFQ. There are no separate budgets. However, for the refreshments we only require staff to assist with distribution and parks will be providing the product. State Parks covers the cost of the products for water stops and post-race refreshments.

• Is the contract awarded solely on price?

o Yes. The contract will be awarded to the entity that can provide the services listed at the lowest price.

2. Alternative Timing System Criteria

• The proposal specifies the Trident Timing System or equivalent. However, if proposing an alternative system, what specific benchmarks must be met? (e.g., accuracy, redundancy, RFID compatibility?)

o If proposing use of an alternative timing system, it is the responsibility of the bidder to provide a comparison of the alternative system to Trident. The alternative system must provide and meet all the same aspects of Trident.

3. Registration System & Fees

• The proposal states that the contractor must absorb the cost of online registration. It is typical in the industry that participants pay the service fee when they register. (For example, if registration was $90, there might be a ~$7.50 service fee added on. The participant would then pay ~$106.50. Your team would get $90.) Is this not an acceptable practice?

o We will not be instituting a service fee to be on the participant. However, the awarded bidder may absorb a maximum amount of $2.50 per registrant via the online registration.

• Are there any restrictions on which online registration platform can be used (e.g., RunSignUp, Race Roster, etc.)?

o No restrictions, it is solely up to the contractor on which platform they use.

4. Staffing & Volunteer Requirements

• Are there background check requirements for event staff?

o No.

• The contract states that contractor must provide fifteen staff members for beverage/refreshment distribution & enough staff for 2-3 water stops. Are these expected to be paid staff vs volunteers?

o Staff can be paid or volunteer as long as the 2-3 water stops are staffed.

5. Event Website Ownership & Content

• The contractor must create and manage a website for the races. Does the vendor retain any ownership rights over the website, or does it become state property?

• The website does not become state property. It needs to be a dedicated page for the series where information can be disseminated to registrants.

• What level of content approval is required from Parks before making updates?

o Parks must approve all content and updates.

• Can the contractor sell sponsorships via the website to offset costs?

o No – this is not permitted.

6. Course Design & Measurement The Contract states; "The contractor shall design a safe and accurate race route for each race location."

• The series has been running with existing courses. Do all sites need a new course or can the current courses (assuming no major changes to the park infrastructure) be utilized?

o Current courses may be used. The contractor must verify the course of each race and work with l park management on any concerns. Should a change need to be made due to construction or weather event, alternate courses will need to be developed.

7. Alternative Course Activation Process

• The proposal requires the contractor to set up an alternate course within one hour if needed due to weather or other issues. What is the approval process for activating an alternate course?

Who makes the final call?

o Contractor works with park management to determine if an alternate course needs to be activated.

8. Post-Race Data & Privacy Considerations

• The contractor must provide an electronic database of registrants (name, address, email, phone). What are the data privacy regulations governing the handling and storage of participant information?

o This information is to only be shared between the timing company and the Race Director.

• Is the contractor permitted to retain participant data for marketing purposes?

o No, participant information may not be retained.

9. Cancellation Policy & Payment Terms

• The policy states that no payment will be made if a race is canceled, but:

• Are there partial reimbursements for costs already incurred (e.g., bibs, timing chips)?

o Currently, we do not allow partial payments.

• How does this apply to races canceled last-minute due to unforeseen circumstances (within 12 hours for the Summer Series & 24 for the Winter Series??

o Last minute cancellations would result in full payment if outside the described cancellation window.

10. Refreshments

• Who is responsible for procuring refreshments & water stop supplies?

o State Parks.

11. Bibs

• Are participant bibs intended to be reused throughout the series or do participants get a new bib each race?

o The bibs are intended to be reused each race.

12. Required Documentation

• The contract says that you are looking for "letter of recommendation from previous timing and management of races that have over 2,000 finishers and are part of a multi-race series.” Are we reading it correctly that it is one letter from an organizer of races part of a race series and those races have over 2,000 finishers?

o Correct. One letter from a multi race series that has over 2,000 finishers.

13. Timing & Scoring

• The contract states: "text each runners’ time/place/pace within 5 minutes of their finish at each race.” Does this need to be via text or can it be via email and push notification via an app?

o Text is preferred. If by another means, must include details in bid proposal.

14. Contract Duration

• The contract states that the duration is for one year. Is there a possibility to renew or does your organization need to go out to bid every year?

o We initially were going to be bidding this out each year, however we received approval to allow a (1) one year extension.