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City of New Rochelle New York Request for Proposals

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City of New Rochelle New York Request for Proposals Department of Finance Phone: (914) 654-2072 515 North Avenue FAX: (914) 654-2057 New Rochelle, NY 10801 Michael Lewis Mark Zulli Acting Commissioner Deputy Commissioner City of New Rochelle New York Request for Proposals Amended for correction to dates – 7/5/2016 City-Wide Advertising Program Specification # 5127 Proposal Due Date August 30, 2016 1 | P a g e New Rochelle City - Wide Advertising Program RFP No. 5127 REQUEST FOR PROPOSAL ANNOUNCEMENT Dear Prospective Proposer, The City of New Rochelle (“City”) is seeking proposals from interested and qualified advertising media firms to develop, operate and maintain a City-Wide Advertising Program. The City is seeking to generate revenues as well as provide information to citizens and visitors through the development of a variety of advertising venues to be located on City owned property, as well as billboard locations to be determined on the I-95 Corridor within the City limits. The City intends to award this as a single master contract to a qualified firm. Proposals must include all forms and materials as specified in the Request for Proposal (RFP) to be considered responsive. Electronic and faxed copies will not be considered nor will application materials be returned. Sealed proposals must be received by 3:00 pm, on AUGUST 30, 2016 addressed to: Purchasing Office City of New Rochelle City Hall Attn: Mark Zulli, Deputy Finance Commissioner Specification No. 5127 515 North Avenue New Rochelle, NY 10801 A pre-bid conference with City tour will be held: July 25, 2016, 1:00 pm. Conference Room B-1, lower level at the above address. Attendance at the pre-bid meeting is strongly recommended. Questions regarding this RFP should be submitted in writing via email to Mark Zulli at [email protected] and Jeremy Schulman at [email protected] no later than August 1, 2016 by 5:00 pm. All questions received, and their associated answers, will be posted on the City’s website no later than August 9, 2016. The City reserves the right to amend the RFP based upon questions and issues raised at any time prior to the RFP submission deadline. Any addendums will be posted on the City’s website no later than July 27, 2016. Please contact Mark Zulli, Deputy Finance Commissioner and Jeremy Schulman to confirm your participation in the proposal process via email at the addresses above. Proposal packages may be downloaded from a link on the City website at www.newrochelleny.com under “Bid Opportunities” on the front page of the City’s website. 2 | P a g e New Rochelle City - Wide Advertising Program RFP No. 5127 TABLE OF CONTENTS 1.0 Request for Proposal Announcement .............................................................. 4 2.0 Background Information .................................................................................. 5 3.0 Scope of Services ........................................................................................... 11 4.0 Special Contract Terms .................................................................................. 14 5.0 Submittal Instructions Requirements and Conditions ..................................... 18 6.0 Evaluation Criteria and Basis of Award .......................................................... 20 7.0 General Requirements, Reservations, Disclaimers, and Provisos .................... 20 8.0 Forms ............................................................................................................ 24 Form A: Financial Offers and Affidavit Form B: Qualifications, Staffing and Experience Form C: Management and Marketing Plan Form D: References Form E: Affirmations Appendices Appendix A – City of New Rochelle Demographic Information Appendix B - City Owned Property List Appendix C – Advertising Guidelines Appendix D – Economic Opportunity & Non-Discrimination Policy Appendix E – LQD PALO Specifications and Map Appendix F – Advertising Master Plan Appendix G – Map of City Owned Parking Lots 3 | P a g e New Rochelle City - Wide Advertising Program RFP No. 5127 1.0 Request for Proposal Announcement 1.1 Announcement The City of New Rochelle, through its Department of Development (“the City”), is seeking proposals from interested and qualified advertising media firms to develop, operate and maintain a City-Wide Advertising Program. The City is seeking to generate revenues as well as provide information to citizens and visitors through the development of a variety of advertising formats and venues to be located on City owned property, as well as billboard locations to be determined on the I-95 Corridor within the City limits. The City intends to enter into a ten year contract with one five-year option period with the Successful Proposer. The City intends to award this as a single master contract to a qualified firm. The contact for this RFP is: Jeremy Schulman Dept. of Development City of New Rochelle City Hall 515 North Avenue New Rochelle, NY 10801 [email protected] (914) 654-2193 Proposal packages may be downloaded from a link on the City website www.newrochelleny.com under “Bid Opportunities”. 1.2 Schedule Request for Proposal Issue Date: August 30, 2016 Pre-Proposal Conference & City Tour*: July 25, 2016, 1:00 pm Location: Conference Room B-1, lower level Questions Due: August 1, 2016 by end of business Answers Posted: August 9, 2016 All addenda, questions and answers and notices will be posted on the City’s website. It is strongly recommended that Respondent attend the pre-bid meeting. Please note that as part of the RFP evaluation the City will include a determination as to whether the Respondent has a full and thorough interpretation of the City’s needs, which cannot be achieved without attending the meeting. Hard Copy Sealed proposals shall be submitted prior to 3pm, August 30, 2016 to: Purchasing Office City of New Rochelle City Hall Attn: Spec. #5127 515 North Avenue New Rochelle, NY 10801 All dates are subject to change. Prospective proposers are responsible to check for changes, addenda, and any other information related to the RFP at www.newrochelleny.com. 4 | P a g e New Rochelle City - Wide Advertising Program RFP No. 5127 2.0 BACKGROUND INFORMATION 2.1 Purpose of the RFP The City of New Rochelle Department of Development desires to develop a creative comprehensive advertising program employing multiple formats and venues to be located on public right of ways and City owned property. The selected proposer (“Successful Proposer” or “Contractor”) will be expected to work with the City to fully develop available outlets using its own capital. The City is open to considering new advertising technology proposals and additional locations throughout the term of the contract. The City expects that the Contractor will fully develop a negotiated number of displays within the first 18 months of the contract. With this offering, the City is seeking to A) maximize potential revenue from advertising through near- term growth in revenues while building longer term growth potential, B) expand the City’s advertising opportunities with new inventory in high potential locations, and C) provide the advertising revenue source for the City’s LQD Palo program. A. Maximize near term advertising revenue while building longer term growth potential. The City strongly believes that the opportunity to generate revenue from advertising is more robust than recent years’ revenues suggest. The City is seeking a firm that will provide focused attention to the City’s advertising potential and create a marketing plan that will bring new advertising business to New Rochelle. The City’s demographics feature higher than average income and education levels, and a significant student population. The City believes that the mix of advertising inventory has room for expansion and optimization within and beyond the Transit Center. B. Expand the City’s advertising opportunities with new inventory in high potential locations. One of the most significant opportunities for advertising sales growth lies in adding proven types of advertising space in new City locations. This could include light pole banners, street furniture such as benches and trash barrels, and lighted displays at City parking garages and lots. The City is seeking a firm that will creatively assess all of the City’s asset potential and propose an advertising program that optimizes the revenue potential of these assets. C. LQD Palo Program In addition to the development of new outlets and a variety of display types by the Successful Proposer, this RFP also includes the opportunity to sell advertising on a new type of information/Wi-Fi kiosk known as Palo (“Palo”). The company LQD has contracted with the City to develop the Palo program. The initial Palos will be installed this spring. The Successful 5 | P a g e New Rochelle City - Wide Advertising Program RFP No. 5127 Proposer will enter into a separate contract directly with LQD to sell advertising on the Palo network. Currently there is no comprehensive city-wide advertising program in place. However, in the past, the City had a contract for a limited number of displays at the Transit Center. This offering is a result of an advertising master plan completed by the City attached as Appendix F which contemplates a variety of potential advertising opportunities within the City. Since completion of the plan, the City has clarified its position on the location of billboards on the I-95 Corridor and legislation has been passed by the State of New York to accommodate new billboards. Therefore, this offering includes the opportunity
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