Project Information

Bid Title

5838 Standards and Schematics Design Services

Issuing Agency

City of New Rochelle

Location

New York

Published Date

Nov 4, 2025

Closing Date

Dec 10, 2025

Government Level

State & Local

Status

Closed

Ref. #

5838

Original Source

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Bid Documents

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Project Description

Bid Number:	5838
Bid Title:	5838 Standards and Schematics Design Services
Category:	*Current Bids & RFPs
Status:	Open

Description: Standards and Schematics Design Services for West End Neighborhood Signage and Awnings The City of New Rochelle, through its Community Development Block Grant (CDBG) program, seeks professional services to develop cohesive, high-quality signage and awning standards that enhance the commercial identity and streetscape of the West End Neighborhood, a CDBG eligible area. This project supports the City’s economic development and neighborhood revitalization goals by improving the visual quality and marketability of local businesses – particularly small, locally owned, and minority owned enterprises – thereby promoting job creation, business retention, and private investment. These enhancements will help small businesses thrive by drawing more foot traffic, encouraging community engagement, and reinforcing the West End as a vibrant commercial destination. Pre-Proposal Meeting A pre-proposal meeting regarding this RFP will be held on 11/18/2025 at 11:00 a.m. at the Union Avenue Lot, located at Union Avenue Lot, located at 195 Union Avenue between First Street and Second Street. Attendance is not mandatory but is highly encouraged. Publication Date/Time: 11/4/2025 3:30 PM Closing Date/Time: 12/10/2025 3:00 PM Related Documents: 5838 West End

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Department of Finance

(914) 654-2069

515 North Avenue

New Rochelle, NY 10801

Edward Ritter

Commissioner

City of New Rochelle

New York

Karin Conca

Purchasing Specialist

Request for Proposal

Spec # 5838

Standards and Schematics Design Services

for

West End Neighborhood Signage and Awnings

Respond to:

City of New Rochelle

Department of Finance Purchasing Office

515 North Ave.

New Rochelle, N.Y. 10801

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.

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Instructions, Terms and Conditions, Spec. # 5838

1. Submission of Bids: Each bid must be in a separate sealed envelope, clearly labeled with vendor name, bid number and due date

and addressed to City of New Rochelle, Department of Finance-Purchasing Office, City Hall, New Rochelle, New York 10801. All

bids must be properly signed and received by the time and date specified in order to be valid.

2. 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.

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

Development or the New Rochelle Industrial Development Agency.

3. 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. Proposals may be withdrawn at any time prior to the

bid opening.

4. 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.

5. 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.

6. 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 the indicated brand is not noted, bidder is required to deliver brand

specified.

7. 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.

8. Shipping Terms: Shipping terms will be considered F.O.B. Destination and without charge for containers, packing, etc., unless

specified on the bid and the cost thereof quoted.

9. 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. Under no circumstances does the City of New Rochelle make payment prior

to completion of each event.

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10. 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.

11. Collusion Clause: By submission of this bid, each bidder and each person signing on behalf of any bidder certified, and in the

case of a joint bid, each party thereto as to its own organization, under penalty of perjury, that to the best of its knowledge and belief:

A. The prices in this bid have been arrived at independently without collusion, consultation, communication or agreement, for

the purpose of restricting competition, as to any matter relating to such prices with any other bidder or any competitor; and

B. unless otherwise requires by law, the prices which have been quoted in this bid have not been knowingly disclosed

by the bidder prior to the opening, directly or indirectly, to any other bidder or to any competitor; and

C. no attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit or

not to submit a bid for the purpose of restricting competition.

The bidder certifies that this bid is made without any connection with any other person making a bid for the same purpose, and is in all

respects fair and without collusion or fraud, and that no elected official or other officer or employee or person whose salary is payable

in whole or in part from the city treasury is directly or indirectly interested therein, or in supplies materials and equipment to which

it relates, or in any portion of the profits thereof.

12. 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.

13. 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.

14. 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) 654-2072. 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

Proposal.

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STATEMENT OF NO BID

RETURN THIS FORM ONLY IF YOU ARE SUBMITTING A "NO BID"

IT IS THE INTENT OF THE CITY OF NEW ROCHELLE TO AFFORD ALL SUPPLIERS AN EQUAL OPPORTUNITY

TO BID ON ALL COMMODITIES, OPERATING SUPPLIES, EQUIPMENT AND/OR SERVICES AS LISTED IN THIS

SPECIFICATION.

In the event your firm declines to bid, kindly advise the City of New Rochelle Department of Finance Office of Purchasing to that

effect by completing and returning this document.

City of New Rochelle Department of Finance Office of Purchasing,

We, the undersigned, have declined to bid on your Request for Quotation/Proposal

Specification No. 5838 Standards and Schematics Design Services for West End Neighborhood Signage and Awnings

as detailed herein for the following reasons:

We Do Not Offer This Product/Service

We Are Unable to Supply the Product/Service at This Time

We Are Unable to Meet the Specifications

We Are Unable to Meet the Bond Requirements

Other:

We understand that if the no bid letter is not executed and returned our name may be deleted from the list of qualified bidders for

the City of New Rochelle.

COMPANY NAME: _____________________________________

ADDRESS: ____________________________________________

TELEPHONE #: _________________________________________

EMAIL ADDRESS: _______________________________________

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Purpose and Intent

The City of New Rochelle, through its Community Development Block Grant (CDBG) program, seeks professional services

to develop cohesive, high-quality signage and awning standards that enhance the commercial identity and streetscape of

the West End Neighborhood, a CDBG eligible area.

This project supports the City’s economic development and neighborhood revitalization goals by improving the visual

quality and marketability of local businesses – particularly small, locally owned, and minority owned enterprises – thereby

promoting job creation, business retention, and private investment. These enhancements will help small businesses

thrive by drawing more foot traffic, encouraging community engagement, and reinforcing the West End as a vibrant

commercial destination.

The selected consultant will produce three (3) coordinated awning-with-signage design options and three (3) illuminated

blade (projecting) sign options, resulting in a consistent design toolkit that small businesses can implement to upgrade

storefronts in a cost-effective and visually cohesive way.

Project Objectives

• Enhance neighborhood beautification and strengthen the visual character and identity of the West end commercial

corridor.

• Create modern, visually appealing, and durable awning and signage options.

• Ensure consistency and compatibility among all designs, reflecting a unified aesthetic.

• Align all designs with the City of New Rochelle’s Storefront and Signage Guidelines (see attached).

• Advance the City’s support for CDBG’s Economic Development goals by supporting small business growth, job creation,

and improved commercial environments within a low-and-moderate income neighborhood.

Scope of Work

1. Site Review and Documentation

Conduct on-site assessments of each participating business. Photograph, measure, and document existing façades and

materials. Evaluate the architectural context to ensure harmonious design integration. Proposed locations will be

provided upon award.

2. Concept Design

Develop at least three (3) cohesive design concepts for the combined set of awnings with signage options and illuminated

blade signs. Present materials, color schemes, typography, and lighting options, ensuring harmony among all elements.

Designs must maintain consistency throughout the West End Neighborhood.

3. Community Engagement, Design Presentation, and Bid Package

Prepare a presentation deck with conceptual design options for awnings and signage. The City will present these concepts

to the West End business community for feedback and selection.

4. Final Design Development and Bid Package Delivery

Provide a complete bid package with detailed design drawings, including digital mockups illustrating before-and-after

improvements with front, side, and contextual views. All designs must comply with the City of New Rochelle’s sign code

and Storefront and Signage Guidelines. Deliverables must specify materials, finishes, colors, mounting methods, and

lighting options, including optional illumination consistent with the City’s aesthetic and regulatory requirements.

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Commodity Codes

• NAICS 541310Architectural Services
• NAICS 541330Engineering Services

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