Professional Services for the Administration of the Troy Turkey Trot Road Race

The City of Troy, New York is soliciting sealed proposals for professional services to administer the Troy Turkey Trot Road Race beginning in 2027, with proposals due November 4, 2026 at 11:00 a.m. EST. The scope encompasses full event administration including timeline and budget development, course design and certification, sponsorship procurement, marketing and public relations, graphic design, website and social media services, online registration, volunteer recruitment, packet and registration management, start/finish line and course operations, command center operations, equipment procurement, municipal relations and permitting, community relations programs, post-race logistics, and final reporting. The event is a 100-year-old Capital District fixture held on Thanksgiving Day with over 8,000 annual participants across 5K and 10K races, a Grade School 1-mile race, and a health walk.

The initial contract term is three years with optional extension for two additional one-year periods at the City's discretion. The City will notify the selected vendor within 120 days of each event conclusion regarding extension intentions. The vendor must pay the City of Troy $60,000 as an owner fee in 2027 covering services from the Departments of Public Works, Recreation, Police, and Fire/EMS, with an annual 5 percent increase thereafter. The vendor shall submit a comprehensive estimated budget including all personnel costs, with any additional personnel expenses requiring sole City approval, and a final profit and loss statement upon event completion. ARE Events previously held an identical or substantially similar contract.

Award selection is based on cost of services, previous experience, and proposal content. The contractor must maintain comprehensive insurance including commercial general liability of $1 million per occurrence and $2 million aggregate, professional liability of $1 million, workers compensation, motor vehicle liability of $1 million, and commercial umbrella coverage of $5 million. USATF sanctioning is required, and New York State prevailing wage rates pursuant to Labor Law Section 220-A apply.