RFP - Event Production Services for Blues BBQ Festival

Hudson River Park Trust is requesting proposals for comprehensive event production services for the Blues BBQ Festival, an annual one-day cultural event at Pier 76 in Manhattan, with proposals due October 29, 2026 at 5:00 PM and a question deadline of October 15, 2026. A 30% MWBE utilization goal applies; respondents must establish subcontractor utilization plans and diversity practices documentation and comply with New York State procurement certifications including Iran Divestment Act and anti-collusion compliance.

The scope encompasses planning and production for a 27-year-old festival attracting up to 15,000 attendees over eight hours (scheduled for August 14, 2027, 1:00 PM to 9:00 PM). Services include talent acquisition and contracting for five or more blues performers on the main stage, full event coordination and operations, equipment and staffing procurement, food and marketplace vendor management (minimum six BBQ vendors with one vegetarian option, dessert vendor, and multiple marketplace vendors), bar operations with revenue-sharing arrangements, and activation management. The consultant is responsible for sponsor solicitation (optional) and managing all on-site partnerships and activations.

The consultant must obtain and maintain insurance coverage including $3 million general liability per occurrence / $5 million aggregate, $1 million business automobile liability, statutory workers' compensation, and $2 million liquor liability.

The contract term is one year with four optional one-year renewals at the Trust's discretion, anticipated to commence in December 2026. Compensation operates under a flat-fee model with a negotiated maximum contract price paid in three installments: 50% upon execution, 25% in March, and 25% within 30 days of the festival upon successful completion. The Trust is tax-exempt; sales tax should not be included in proposals.

Evaluation criteria are quality of proposal (35%), cost (25%), relevant production experience (15%), references and reputation (15%), and MWBE/SDVOB participation (10%). Answers to questions will be posted on October 22, 2026. Submissions must arrive in two separate email packets (Services and Pricing) at 2027BluesBBQRFP@hrpt.ny.gov. The Trust reserves the right to award to one or multiple vendors or none.