Project Information

Bid Title

RFB-DV-2026-010 - Professional Event Management and Production Services

Issuing Agency

City of New Rochelle

Location

New York

Published Date

Apr 15, 2026

Closing Date

May 6, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFB-DV-2026-010

Original Source

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Bid Documents

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Project Description

Bid Number:	RFB-DV-2026-010
Bid Title:	RFB-DV-2026-010 - Professional Event Management and Production Services
Category:	*Current Bids & RFPs
Status:	Open

Description: The City of New Rochelle is seeking qualified vendors to provide staging, audio, and live entertainment/DJ services—including all required equipment and labor—for its three annual “Taste of” events. The contract will be awarded to the lowest responsible and qualified bidder, who must also handle full setup, operation, and removal of all equipment within two hours after each event concludes. Sealed bids will be accepted up until 3:00 p.m. on May 6, 2026 in the Purchasing Office, City of New Rochelle, City Hall, 515 North Avenue, New Rochelle, N.Y. 10801 and mailed to the attention of Ivonne Droese-Solomon, Purchasing. Please note Spec # “RFB-DV-2026-010” on your outside mail package. Publication Date/Time: 4/15/2026 5:30 PM Closing Date/Time: 5/6/2026 3:00 PM Related Documents: RFB-DV-2026-010 - Professional Event Management and Production Services

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Department of Finance

(914) 654-2069

515 North Avenue

New Rochelle, NY 10801

Adam Ross

Deputy Finance Commissioner

City of New Rochelle

New York

Ivonne Droese-Solomon

Purchasing Specialist

BID SPEC No. RFB-DV-2026-010

Professional Event Management and Production Services

INSTRUCTION FOR RESPONDING TO THIS BID

Vendors interested in bidding on the referenced items should read the entire document. The vendor must complete all

sections of this document including the VENDOR DATA SECTION and sign where indicated. Your signature identifies your

acceptance of all terms and conditions herein.

All vendors must fill in the prices being requested in the places and formats indicated. All blank spaces in said bid shall be

filled in and no changes shall be made in the phraseology, or in the items, terms and conditions contained therein.

Completed bids shall be mailed to the address indicated at the top of this page. Only sealed bids received hard copy will be

considered. Faxed or emailed bids are NOT PERMITTED.

Please indicate the bid specification number and due date on the outside of your submitted bid mailing envelope.

The City of New Rochelle is a sponsor of the Westchester Affirmative Action Equal Employment Agreement and encourages

all minorities to submit bids. Firms qualified and certified as Minority Business Enterprises (MBE) and Women Business

Enterprises (WBE) are strongly encouraged to submit bids.

Instructions, Terms and Conditions, Spec. RFB-DV-2026-010

Submission of Bids: Sealed bids will be accepted up until 3:00 p.m. on May 6, 2026 in the Purchasing Office, City of New

Rochelle, City Hall, 515 North Avenue, New Rochelle, NY 10801 and mailed to the attention of Ivonne Droese-Solomon,

Purchasing. Please note Spec # “RFB-DV-2026-010” on your outside mail package.

Method of Award: The contract if awarded will be to the lowest responsive/responsible bidder(s) in part or in whole who

meet(s) all the terms of the specifications and is in the best interest of the City of New Rochelle. The City guarantees no

minimum or maximum purchases or contracts as a result of the award of this bid. The City of New Rochelle reserves the

right to allow all municipal and not for profit organizations authorized under the General Municipal Laws of the State of

New York, to purchase any goods and/or services awarded as a result of this bid in accordance with the latest amendments

to NYS GML 100 through 104. However, it is understood that the extension of such contracts is at the discretion of the

vendor and the vendor is only bound to any contract between the City of New Rochelle and the vendor. Additionally, the

City reserves the right to purchase any goods or services included as a part of this bid from any means legally available to

it at any time. The City reserves the right to reject any and all bids or portion thereof, or any bids that are vague, incomplete

or indefinite.

Spec RFB-DV-2026-010 - 1

The City reserves the right to award this Request for Bid through the City of New Rochelle, the New

Rochelle Corporation for Local Development, or the New Rochelle Industrial Development Agency.

Withdrawal of Bids: The submission of the bid proposal shall constitute an irrevocable offer which shall remain in full force

and effect until the bid proposals received by the City are either accepted or rejected. Bid proposals may be withdrawn at

any time prior to the bid opening.

Bid Deposits: Bid deposits, if required, will be returned to unsuccessful bidders after the bid has been awarded. A

successful bidder's deposit will be returned after a written contract has been executed, or after a performance bond, if

required, has been accepted by the City.

Bid Format: Bidders are advised to become familiar with all conditions, instructions and specifications governing this

bid. Once the award has been made, failure to have read all the conditions, instructions and specifications shall not be

cause to alter the original bid.

All bids must be priced per unit specified in the bid specifications or on the bid form submitted, and must be signed and

dated. In the event of a discrepancy between the unit price and extension, the unit price will govern. No exceptions will be

allowed with regard to errors made in the computation of a bid.

Purchases by the City of New Rochelle are not subject to any federal, state or local taxes. Do not include any of these

taxes when bidding or invoicing. Exemption certificates will be furnished upon request.

Substitutions: Any deviation from specifications or indicated brand shall be clearly stated and fully explained by

accompanying specification sheets with submitted bid. Samples shall be supplied by the vendor, at no charge to the City,

upon request. The City reserves the right to accept equals approved by it. If exception to indicated brand is not noted,

bidder is required to deliver brand specified.

Delivery of Product: All deliveries are to be considered inside delivery to locations as specified by the authorized City

agent. All items must be guaranteed against faulty material and workmanship and delivered as such. Deliveries of

incorrect or faulty items will be rejected and returned at vendors’ expense. Failure to deliver within the specified time

maybe cause for cancellation of the order.

Payment Terms: The City of New Rochelle shall pay invoices at net 30 days after receipt of invoice and of material;

whichever is later, unless alternate terms are indicated on the bid.

ACH Payments: The City is moving toward ACH payments, awarded vendor will be supplied with our ACH authorization

form should you wish to accept payments via this method.

Cancellation Clause: Any violation of the terms, conditions, requirements and/or non-performance of the agreement

resulting from this RFB shall result in immediate cancellation. The agreement may be cancelled by the City for any other

reason(s) upon thirty (30) days written notice.

Assignment: The awarded vendor shall not assign the contract or any part thereof without the written approval from the

City.

Spec RFB-DV-2026-010 - 2

New York Law and Venue: The contract/agreement resulting from this RFB shall be construed under the laws of the State

of New York. All claims, actions, proceedings, and lawsuits brought in connection with, arising out of, related to, or seeking

enforcement of this contract/agreement shall be brought in the Supreme Court of the State of New York, Westchester

County.

In addition, all City contractors not incorporated in the State of New York shall produce a Certificate to Do Business in the

State of New York from the New York Secretary of State prior to executing their contract with the City.

Iran Divestment Act: By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and

in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best

of its knowledge and belief that each bidder is not on the list created pursuant to paragraph (b) of subdivision 3 of section

165-a of the state finance law.

Cone of Silence: Cone of Silence means a prohibition on any communication regarding a particular Request for Proposal

(“RFP”), Request for Qualification (“RFQ”) or Request for Bid ("RFB").

Pursuant to State Finance Law §139-j and §139-k, this solicitation includes and imposes certain restrictions on

communications between the City and a Bidder during the procurement process. A Bidder is restricted from contacting,

other than designated staff, from the earliest notice of intent to solicit offers through final award and approval of the

Procurement Contract by the Designated Contracting Officer ("Restricted Period") unless it is a contact that is included

among certain statutory exceptions set forth in State Finance Law §139-j(3)(a). City employees are required to obtain

certain information when contacted during the Restricted Period. The designated staff contact is the Deputy Finance

Commissioner or his/her representative, telephone (914) 654-2069.

Bidders responding to this RFB must familiarize themselves with these State Finance Law requirements and will be

expected to affirm that they understand and agree to comply in their Bid Proposal.

Spec RFB-DV-2026-010 - 3

INTENT, STIPULATIONS, SCOPE OF WORK, QUALIFICATIONS

Specification No. RFB-DV-2026-010, Professional Event Management and Production Services

INTENT: The City of New Rochelle is requesting bid(s) from qualified vendors to provide professional staging, audio and live

entertainment/DJ services for the 3 “Taste of’ series annual Events. The selected vendor will be required to provide live

entertainment/DJ services and all necessary equipment including but not limited to audio equipment, power equipment

and stage, in addition to all necessary labor to setup, operate and remove all equipment. All equipment must be removed

within two (2) hours after the completion of the events. Award shall be made to the lowest responsible and qualified bidder

in whole or in part whichever is in the best interest of the City of New Rochelle.

SCOPE OF WORK:

Taste of Union 07/25/2026

• Event Date & Times: July 25, 2026 between 1:00pm and 7:00 p.m.

• Event Location: Union Avenue between 1st Street and 4th Street in New Rochelle, NY. Total site length is

approximately 950 Feet long.

o Stage will be setup in front of the intersection of Union Avenue and Fourth Street.

• All items shall be delivered and installed at the intersection of Union Avenue and Fourth Street, New Rochelle, NY

10801.

o Approximate Load In Time: July 25, 2026 at 7:00 a.m.

o Approximate Sound Check: July 25, 2026 at 12:00 p.m.

o Approximate Load Out Time: July 25, 2026 at 8:00 p.m.

• Live Music Entertainment

One full mariachi band, one Live Banda Band, one live group of Hispanic Music and a biligual DJ.

Spec RFB-DV-2026-010 - 4

Taste on Hamilton 08/22/2026

• Event Date & Times: August 22, 2026 between 2:00pm and 7:00 p.m.

• Event Location: Eastbound side of Hamilton Ave between North Ave and Beaufort Ave

o Stage will be setup on Hamilton Ave closer to Beaufort Ave

• All items shall be delivered and installed at the intersection of mid street Horton Ave.

o Approximate Load In Time: August 22, 2026 at 8:00 a.m.

o Approximate Sound Check: August 22 2026 at 12:00 p.m.

o Approximate Load Out Time: August 22 2026 at 8:00 p.m.

• Live Music Entertainment

One live Reggae and One Soul Music/Fusion bands

Taste of Leroy 10/10/2026

• Event Date & Times: October 10, 2026 between 2:00pm and 7:00 p.m.

• Event Location: Leroy Ave between Division St South and Centre Avenue.

o Stage will be setup in front of the intersection of Division St South and Leroy Pl.

• All items shall be delivered and installed at the intersection of Division St South at Leroy Pl, New Rochelle, NY

10801.

o Approximate Load In Time: October 10, 2026 at 8:00 a.m.

o Approximate Sound Check: October 10, 2026 at 12:00 p.m.

Spec RFB-DV-2026-010 - 5

Commodity Codes

• NAICS 512110Motion Picture and Video Production
• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 561920Convention and Trade Show Organizers
• NAICS 611430Professional and Management Development Training

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