Request for Proposals: 5K

NATIONAL SEPTEMBER 11 MEMORIAL AND MUSEUM AT THE WORLD TRADE CENTER
Hon. Michael R. Bloomberg, Chairman
Elizabeth L. Hillman, President & CEO

December 20, 2023

RESPONSES DUE:
January 8, 2024
12:00PM EST

SUBMITTING INFORMATION
Contact: Jan Llanes, VP Corporate Giving
Email: jllanes@911memorial.org
Subject Line: RFP 5K Run/Walk Event Management

The National September 11 Memorial and Museum at the World Trade Center. (the “9/11 Memorial”), a 501 (c)(3) not-for-profit corporation registered in the State of New York, proposes to secure Race Event Management services for the 12th Annual 9/11 Memorial 5K Run/Walk to be held on Sunday, April 28, 2024.

ORGANIZATIONAL BACKGROUND
The 9/11 Memorial is the not-for-profit organization dedicated to raising the funds for designing, programming, and operating the 9/11 Memorial & Museum. Chaired by former New York City Mayor Michael R. Bloomberg, the 9/11 Memorial’s Board of Trustees includes a diverse cross section of leaders from across industries, including the finance, construction, cultural, and marketing fields, as well as 9/11 victims’ family members.

The 9/11 Memorial & Museum is one of the most visited destinations in the United States with 21 million visitors to the Museum since its opening in May 2014. The 9/11 Memorial has welcomed 65 million visitors since its opening in September 2011. The 9/11 Memorial and Museum will ensure that future generations never forget the 2,977 people who died on September 11, 2001, at the World Trade Center, at the Pentagon, and near Shanksville, Pennsylvania, as well as the six people who died in the bombing at the World Trade Center on February 26, 1993.

Dedicated to the victims of the terrorist attacks of September 11, 2001, and February 26, 1993, the Museum presents and preserves evidence of these events as it honors the victims and survivors, and explores the universal implications of the events of September 11 and recognizes the outpouring of emotional, material, and financial support provided by businesses, government agencies, nonprofit organizations, and individuals in response to the attacks.

EVENT MANAGEMENT COMPANY SERVICES REQUIRED
Run/Walk Production

A. 5K Development, Operations, Production and Execution

• Work with 9/11 Memorial staff to ensure the 5K’s success
• Communicate in a timely manner
• Prepare project management timeline for 5K
• Secure permits with the appropriate government agencies
• Work with other stakeholders, including City agencies, where appropriate
• Prepare and oversee event budget
• Create and manage day of event programming design and décor
• Coordinate and manage pre-event logistics
• Coordinate and supervise all aspects of 5K set-up and event day
• Source, select and manage all event vendors
• Manage warehousing, shipping, inventory and transportation
• Plan site and ground layouts and create maps
• Assist with determining and obtaining materials needed for t-shirt and bib distribution both pre- 5K and day of event and manage pre-event/event day distribution of bibs and t-shirts
• Hire labor and install/strike all Run/Walk day equipment and materials
• Create and execute on-site staffing plan
• Manage non-Memorial staff/volunteers and hire and pay non-Memorial event staff
• Assist with recruiting and training of volunteers
• Manage water stations along route
• Design and produce numbered bibs
• Assist with recruiting event sponsors
• Assist with recruiting individual event participants
• Coordinate and manage additional Run/Walk services (A/V, supplies, equipment, rentals, and staging)
• Manage and assist in the cleaning of Run/Walk course, if needed
• Assist with crafting Run/Walk security and safety and emergency response plan
• Work with appropriate City agencies, including but not limited to NYPD, Parks Department, EMS, etc.
• Obtain certificates of insurance from any party that will be erecting, assembling or otherwise responsible for scaffolding, tents, bleachers, stage or other temporary structures at the 5K site. The certificate of insurance must name both the National September 11 Memorial & Museum, and the City of New York as additional insureds, and must show insurance liability limits in minimum face amount of three million dollars per occurrence.
• Obtain certificates of insurance from all other vendors, concessionaires, contractors or other third parties that will be providing goods and/or services at the 5K. The certificate of insurance must name both the National September 11 Memorial & Museum and the City of New York as additional insureds.

B. Run/Walk Programming

• Assist in sourcing and hiring musical act(s), emcee, celebrities, speakers, and other talent as identified to be important by the 9/11 Memorial
• Assist with 5K timing/scripting
• Assist with management of 5K start programs

C. Post Finish Line Experience

• Create and manage all aspects of the Post Finish Line Experience
• Engage food vendors
• Develop stage program with talent
• Assist with creating and managing day of event design and décor
• Assist with management of event vendors

D. Run/Walk Recaps

• Create and provide post-event evaluation and analysis
• Create program recommendations

REQUIREMENTS
Responses should contain a straightforward, complete and concise description of the firm’s ability to satisfy the requirements of the scope of work. Firms are invited to submit responses that contain the following information:

Approach

The proposals will be reviewed by members of the RFP Committee. The evaluation of proposals will be based solely upon the RFP Committee’s judgment and will be largely based upon the following criteria:

• The general feasibility of the bidder’s ability to meet the requirements of the Scope of Work and Responsibilities and understanding of the RFP as evidenced by its proposal
• Scope and quality of services offered and completeness of proposal
• Bidder’s Experience (which must include specific, auditable history of previous, like work)
• In working with not-for-profit sector
• In producing similar events
• In producing a quality event in a highly cost-effective way
• Identification of and background information on key personnel that will be assigned to this project
• The bidder shall provide a list of all portions of the work that would be subcontracted and reason for subcontracting. Bidder agrees that all outside services/equipment required to fulfill the obligations under this proposal will be negotiated by Bidder and approved by the 9/11 Memorial. All outside services/equipment contracts will be held by Bidders
• Customer service as reflected by references (please include three recent references in your proposal including address, phone numbers and email address)
• Fee

OPTIONS
The Bidder is encouraged to offer options or areas of opportunity (alternate logistics, standardization, etc.) for cost reduction in addition to the requirements of the Scope of Work. The offering of such options must include a discussion of the advantages of each option and the individual pricing of each option. These options shall be priced separately and attached to the Proposal.

Cost Proposal
Await responses from RFP

RFP PROCESS SCHEDULE
The current schedule for this RFP is as follows:

1. RFP release date: December 20, 2023
   Submission of questions: December 27, 2023
   Response to questions: January 4, 2024 12:00PM EST
   Notification of intention to bid: January 8, 2024 5:00PM EST
   Proposals due: January 12, 2024 12:00PM EST
   Proposal award date: January 19, 2024
    
2. Questions should be submitted to jllanes@911memorial.org. The subject line should read: 9/11 Memorial 5K Run/Walk Questions. Answers will be posted online with the original RFP.

CRITERIA FOR SELECTION
The 9/11 Memorial will make the final selection of the Contractor based on statements that are the most advantageous to the 9/11 Memorial. The overall criteria for evaluation are:

• Background and Experience
• References
• Key Personnel
• Subcontracting
• Additional Services
• Fee

The 9/11 Memorial reserves the right to interview finalists. After evaluation, a recommendation may be forwarded to the 9/11 Memorial’s Board of Trustees, or a designated committee thereof, which may accept or reject such recommendation.

MISCELLANEOUS CONDITIONS
Obligation Only on Formal Contract

The issuance of this RFP, the submission of a response by any firm, and the acceptance of such response by the 9/11 Memorial does not obligate the 9/11 Memorial in any manner.

Responses to this RFP will be prepared at the sole cost and expense of the proposing firms. Materials submitted in response to this RFP will not be returned to respondents and may be used by the 9/11 Memorial as may be in its best interest. By submitting your written proposal you represent and warrant that your submitted proposal does not contain information that will violate the rights of any third party.

If the firm does not desire for proprietary information in the proposal to be disclosed, the firm must identify all such proprietary information in the proposal. Identification shall be submitted concurrently with the response. Failure to do so indicates that those sections are non-proprietary and may be made available by the 9/11 Memorial to third parties, upon request, after evaluation and selection.

9/11 Memorial’s Reservation of Rights

The 9/11 Memorial may (i) amend, modify, or withdraw this RFP, (ii) revise requirements of this RFP, (iii) require supplemental statements or information from any firm, (iv) accept or reject any or all responses hereto, (v) extend the deadline for submission of proposals hereto, (vi) negotiate or hold discussions with any respondent and waive defects and allow corrections of deficient proposals that do not completely conform to the instructions contained herein, and (vii) cancel this RFP, in whole or in part, if the 9/11 Memorial deems it in its best interest to do so. The 9/11 Memorial may exercise the foregoing rights at any time without notice and without liability to any responding firm or any other party for its expenses incurred in the preparation of the responses hereto or otherwise.

Nondiscrimination and Affirmative Action Policies

The 9/11 Memorial complies with all federal, state and local laws, policies, orders, rules and regulations which prohibit unlawful discrimination because of race, creed, color, national origin, sex, sexual orientation, age, disability or marital status.