Timing & Race Management/Technical Director

The New York State Office of Parks, Recreation and Historic Preservation is seeking a Timing & Race Management/Technical Director for its Summer and Winter Run Series across multiple Long Island state parks. The contract covers comprehensive race management services for eight summer races (4K to 10K distances) from June to August and four winter 5K races from January to February, located at Heckscher, Sunken Meadow, Belmont Lake, Caumsett, Hempstead Lake, Robert Moses, and Jones Beach State Parks. Required services include course design, transponder timing systems, registration management, website creation, result processing, and finish line setup. The contractor must provide digital display clocks, start/finish line structures, portable PA systems, and a self-contained finish line computer area. Specific performance requirements include texting race results within 5 minutes of race completion and posting complete results within 3 hours. Contractors must demonstrate extensive experience managing multi-race series with over 2,000 finishers and provide documentation including a list of current races managed and letters of recommendation. The proposal is due on February 28, 2025, at 3:00 PM, with a contract term from June 1, 2025, through May 31, 2026, and the possibility of four optional annual renewals.

There are no specific set-aside designations for this contract, including no Service-Disabled Veteran-Owned business preference. The current identified vendor is Elitefeats, which has been awarded an identical or substantially similar procurement contract within the past five years. The contractor must provide 5 staff members for registration and 15 staff for refreshment distribution at each race, absorbing online registration fees up to $2.50 per participant. While no specific budget cap is mentioned, the contract will be funded through NHT Account #528 under the Long Island Running project budget for 2025. The contractor is expected to manage approximately 4,000 Summer Series and 1,100 Winter Series participants, including pre-registered and day-of registrants. No sponsorship sales are permitted through the race website, and the contractor must adhere to strict cancellation protocols, with no payment for races cancelled within 12 hours (Summer Series) or 24 hours (Winter Series) of the event. The contract will be awarded to the lowest bidder capable of providing all required services, with a focus on comprehensive race management capabilities.