Union Square Partnership, Inc.

REQUEST FOR PROPOSALS

Summer in the Square, Event Series

Union Square Park Manhattan

June 1, 2015 – May 31, 2017

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Planning, Management, and Operation of Summer in the Square

Introduction The Union Square Partnership, Inc. (“USP”), a not-for-profit 501(c) (3) corporation, is seeking proposals from qualified firms for the planning, management, and operation of the popular Summer in the Square series one day a week over the course of nine weeks in Union Square Park starting in June 2015. The goal of the series is to enliven Union Square Park and provide free entertainment and events for residents and visitors. The selected Firm will work closely with USP to plan and manage the summer series, obtain approvals from relevant agencies, and operate the event. Qualified firms are invited to prepare submissions in accordance with the terms and conditions of this RFP. Firms should familiarize themselves with Union Square Park, the Pedestrian Plazas located north of the park and area conditions prior to submission of a proposal. Scope of Services The Union Square Partnership, Inc. is seeking a firm or team of firms to plan, manage, and operate our once-a-week summer series that will attract families and visitors to Union Square throughout the summer; increase exposure and fame for the Union Square neighborhood and the Union Square Partnership; and serve as a positive amenity for the businesses, employees, residents and other stakeholders in the district. It is the intention of the Union Square Partnership to enter into a contract with the chosen firm or team for the execution of this project. Concepts and Guidelines

• The program should be iconic, artistic, eye-catching and respectful of both the historic nature of the area and the modern day significance and composition of the district and its constituents.

• While sponsorship agreements may be used to offset costs, all programming must be non-commercial in nature.

• All events must be free for the public. • Events are encouraged to be interactive. • Programming should take into consideration the surrounding buildings and residences and

strive to be respectful of them and their inhabitants. • Programming may contain elements that evolve or expand each year. Proposals of this type

should include estimated costs for these changes each year. • Any installation, including tents, stage, sound, etc. must be set up and uninstalled each event

day. • Programming should build off of past Summer in the Square events that have included

children’s performers, fitness activities, and dance classes. • Participants are encouraged to work with neighborhood institutions and businesses when

developing the proposals.

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Proposal Requirements • Programming must take place in Union Square Park throughout the duration of the event.

Events must be varied enough throughout the day to account for partial bouts of poor weather during the day.

• Proposals should include a plan for transportation, removal and storage of any event-related materials and all the requisite costs.

• Proposals must consider options for independent power sources, as directly connecting into the local electrical grid may not be an option.

• Proposals should include an analysis of energy consumption for each applicable activity. • Proposals must include a single point of contact for the Union Square Partnership, including

phone number and email address. Project Management, Implementation and Coordination Respondents shall provide a narrative outlining how the project will be successfully executed, including but not limited to the following: developing the overall program schedule, installation, operation and maintenance management on the event days; and work with the Union Square Partnership to obtain the necessary approvals and permits for planned activities. Respondents may be a multi-disciplinary design/build firm experienced in similar projects and event management. A team approach is also possible, comprised of multiple single-discipline firms who can collectively carry out the requirements set forth. Submissions from single-discipline firms (i.e. an event planner, sound technician, fitness studio) are welcome with the following requirements:

• A single firm must be named as the lead firm. • All coordination and communication of the team must be handled by the lead firm. • The lead firm must be able to oversee the full execution of the project and all of its elements

as described in the scope of services. The proposals do not need to resolve all of the potential issues but should recommend the proposed course of action in addressing them, including all necessary resources. The respondent may suggest the Union Square Partnership’s role in assisting with these efforts but should assume that Partnership resources, aside from general oversight and guidance, will be limited. Timeline and Schedule Respondents must provide a preliminary project schedule including key project milestones and decision points, and deliverables from design and implementation as well as securing any necessary approvals. Experience The respondent or respondent team shall be experienced in the following:

• Successfully implementing outdoor community events • Coordinating and implementing large-scale projects, programs and/or experiences for

audiences in public spaces. • Producing dynamic and engaging programming. • Experience with the technical aspects, components and equipment (structural needs, design,

lighting, programming, projecting, etc.) required by the scope of services.

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• Navigating city permitting and approval processes to execute public projects similar to what is being sought by the Union Square Partnership.

Project Budget Parameters Respondents should provide design concepts and proposals for the following two budget parameters:

1. Up to $50,000 – including planning, installation, scheduling, recruiting, and project management (see below). Event-day permits will be secured by the Union Square Partnership. Other necessary authorizations may be provided as a separate line item if applicable.

2. $50,000 - $200,000 – including planning, installation, scheduling, recruiting, and project management (see below). Event-day permits will be secured by the Union Square Partnership. Other necessary authorizations may be provided as a separate line item if applicable.

The respondent must submit an estimated budget that outlines the expected costs for all services including, but not limited to concept and program development, hardware/equipment, project implementation and maintenance, as well as costs for securing any authorizations that may be required. Respondents may provide options for the Union Square Partnership to finance the project costs over time (a payment plan). The programming may evolve or expand over time. Respondents may propose a series of events that will evolve and expand for year two and beyond. PERTINENT DATES Release date: Monday, November 3, 2014 Question Submission Deadline: Monday, November 24, 2014 Question Response Date: No later than Monday, December 1, 2014 Proposal Submission Closing Date: Friday, December 8th at 5:00 pm Decision Notification Date: TBD Proposed Program Period: June, July, and August 2015 PROPOSAL SUBMISSION PROCESS Submissions Five (5) copies of the written proposal must be received by the Union Square Partnership by the Closing Date. Proposals received after the Closing Date may not be accepted and, if accepted, may not be considered in response to this RFP. Submissions shall be addressed as follows: Union Square Partnership 4 Irving Place, Room 751 New York, NY 10003 Attention: Scott Hobbs, Deputy Director The Union Square Partnership will not accept oral proposals or proposals submitted solely by facsimile, electronic mail, etc. Proposals should be submitted electronically in addition to the hard

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copy proposals delivered to the address above. Electronic proposals can be submitted to Scott Hobbs at shobbs@unionsquarenyc.org. Questions regarding the RFP must be in writing and should be directed to Scott Hobbs, Deputy Director, via electronic mail (shobbs@unionsquarenyc.org). Questions should be submitted no later than Friday, December 8th, 2014. All questions and responses will be shared with all proposers. Each of the five copies of the submission shall contain the following:

• A section about the proposal with: o A cover letter summarizing key points of the proposal and the approach to the

schedule and the RFP. o A full and complete estimated budget or budgets for the design concepts and overall

proposal, including but not limited to fabrication costs, storage costs, and any additional fees and expenses.

o Visual aids and renderings to illustrate the respondent’s program concepts. o A complete timeline for the project with key dates. o A description of hardware, equipment and staging needs of each design concept

where feasible. • A section about the respondent or respondent team with:

o A description of the respondent or lead firm’s organization, including a history of the firm.

o The proposal should contain a description of any other firms or specialists being engaged, identifying the various individual specialists and proposed roles and responsibilities of each.

o The proposal must include a detailed statement of the respondent’s approach and ability to provide the services as outlined in the Scope of Services. The statement should illustrate clearly that the respondent is capable of and experienced in providing all of the services necessary for the complete performance of the project.

o A statement that the respondent agrees to obtain all necessary approvals, permits and/or licenses required by law or regulation for the completion of the project (excluding the USP-provided Park Event Permit).

o A description of services the respondent has previously provided to organizations with similar requirements to those contained herein. The names, addresses and telephone numbers of up to three (3) references who can attest to the respondent’s involvement and the scope of services should be included.

TERMS GOVERNING SUBMISSION AND SELECTION Review of Submissions The Union Square Partnership will review all submissions for completeness and compliance with the terms and conditions hereof. The Union Square Partnership reserves the right to request additional materials, including those it may deem useful or appropriate to evaluate each respondent’s qualifications and past experience, or clarification or modification of any submitted proposal. The Union Square Partnership will permit the correction of deficient submissions that do not completely conform to this RFP on a case by case basis. Submission of a proposal shall constitute the respondent’s permission to the Union Square Partnership to make such inquiries concerning the respondent as the Union Square Partnership in its discretion deems useful or appropriate. The Union

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Square Partnership is not obligated to make any such request to accept any unsolicited additional materials, clarification, modification or background information. The Union Square Partnership may conduct discussion with some of the respondents submitting proposals and not others. The Union Square Partnership reserves the right, in its sole discretion, to reject at any time any or all proposals, and to withdraw this RFP without notice. The Union Square Partnership may choose a respondent to execute specific services such as the fabrication, and/or installation or other aspects of the project for a design concept not submitted by any respondents. The Union Square Partnership reserves the right to request to purchase a design concept or concepts from one despondent and select another firm or respondent to execute it. Although the Summer in the Square series is intended to last over multiple years, the Union Square Partnership reserves the right to suspend or terminate the series in subsequent years due to budget constraints or other relevant factors. Selection The Union Square Partnership will select the respondent which, in the sole judgment of the Union Square Partnership, most successfully demonstrates the necessary qualities to undertake the project, offers the most cost-effective proposal, and best meets the needs and goals of the Union Square Partnership. The Union Square Partnership reserves the right to reject all proposals if it so chooses. Under no circumstances will the Union Square Partnership pay any costs incurred by a respondent in responding to this RFP. The review or selection of a proposal submitted by a respondent will create no legal submission or equitable rights in favor of the respondent, including without limitation, rights of enforcement or reimbursement. Selection Criteria Criteria on which the Union Square Partnership will base its selection may include without limitation, the following:

• The respondent’s demonstration of experience in providing services similar to those required by the RFP.

• The quality of the respondent’s management, reputation, and references. • The quality of the proposal and the degree to which it demonstrates the respondent’s full

understanding of and the ability to perform the services required by the RFP. • The cost estimate to complete the project. • The overall quality and favorability of the design concepts. • The success with which the program meets the needs and goals of the Union Square

Partnership in undertaking this project. Interviews Interviews may be held with any or all of the respondents after the receipt of the submissions. Interviews with the Union Square Partnership will be scheduled after initial review of the proposals. GENERAL TERMS Permits Not including the Event Park Permit, the respondent selected shall be responsible for obtaining any and all additional permits, licenses, approvals and authorization from any and all appropriate City,

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State and Federal agencies necessary to install, operate and manage the project. Costs associated with obtaining the aforementioned items must be included in the project cost estimates. Indemnification The respondent agrees to defend, indemnify and hold the City of New York, the New York City Departments of Small Business Services, Parks & Recreation and Transportation and USP, and the agents, officers, directors, employees and volunteers of these entities, harmless from any and all claims, damage, loss, judgments or liabilities, including costs and expenses, legal or otherwise, to which they may be subject as a result of any act or omission of the respondent, its agents, employees, subcontractors, consultants or permittees in connection with the contract. The respondent shall be solely responsible for the safety and protection of all its employees and shall assume all liability for injuries, including death that may occur to said employees due to the negligence, fault, or default of the respondent. The respondent shall also require such indemnification from its subcontractors, consultants and permittees. Warranties The respondent warrants that services of any nature furnished hereunder shall be rendered competently by qualified personnel in accordance with the best-accepted practice. The respondent further warrants that such services comply with all requirements of federal, state, and local laws and regulations, including without limitation, the Occupational Safety and Health Act of 1970. Insurance Throughout the term of the contract, the respondent shall maintain, and shall cause all its subcontractors and permittees to maintain, in effect:

• Commercial General Liability Insurance of not less than three million dollars ($3,000,000) combined single limit per occurrence, and five million dollars ($5,000,000) aggregate.

• Workers’ Compensation covering all aspects of its performance under the contract as per statutory requirements.

• Automobile Liability Insurance: Commercial Automobile Liability Insurance covering all owned, non-owned, hired and borrowed vehicles of not less than one million dollars ($1,000,000) for any one occurrence.

• Unemployment Insurance: as required by statute.

• The Union Square Partnership, the City of New York, The NYC Department of Small Business Services, and the NYC Department of Parks and Recreation must be named as additional insured on all such policies, and the respondent must be named as an additional insured on such policies obtained by its subcontractors and permittees. All insurance policies entered into by the respondent in relation to the contract shall provide that any change in or cancellation of any such policies shall not be valid until the Union Square Partnership has had thirty (30) days’ notice in writing of such change or cancellation.

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• The respondent shall procure and deliver to the Union Square Partnership certificates of insurance executed by the insurance companies providing such insurance upon execution of the contract.

Claims or Actions A. The respondent shall look solely to the funds appropriated by USP for the contract for the satisfaction of any claim or cause of action the respondent may have against USP in connection with the contract or the failure of USP to perform any of its obligations thereunder. No officer, employee, agent, or other person authorized to act on behalf of USP or the respondent shall have any personal liability in connection with the contract or any failure of USP or the respondent to perform their obligations thereunder. B. The respondent agrees that no action against USP in connection with the contract shall occur or be maintained unless such action is commenced within 6 months after (i) the termination of the contract, or (ii) the cause for said action takes place, whichever occurs earlier. The parties agree that any claims by or against the City arising under the contract or related thereto shall be governed by the same venue provisions as those enumerated in Article 9 of the USP contract with the City. Books, Records, Audits and Inspections A. The respondent shall keep accurate records and books in accordance with generally accepted accounting practices and any standards issued by the Comptroller of the City of New York. B. Such books and records shall include, but are not limited, to the employees’ time worked and payment received; accounts receivable and payable; purchase orders and sales receipts; and liabilities and payments rendered for the purposes of the contract. C. All books and records of the respondent related to this account shall be available upon 3 business days notice for the purposes of auditing or inspection by the USP and the New York City Departments of Small Business Services, Parks and Recreation and Transportation for purposes of verifying compliance with the terms of the contract and with applicable laws. D. USP reserves the right to review all invoices prior to payment and to adjust them accordingly for any billing discrepancies found.

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2014 Summer in the Square Schedule

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2013 Summer in the Square Schedule

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Photos from Previous Events

StoryTime Yoga With Karma Kids Yoga

Union Square Park, South Lawn, Summer 2014

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Photos from Previous Events

CrossFit Bootcamp With Brick New York (Sponsored by Paragon Sports)

Union Square Park, North Plaza, Summer 2014

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Photos from Previous Events

Wind-down Yoga With Om Factory (Sponsored by Paragon Sports) Union Square Park, North Plaza, Summer 2014

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Photos from Previous Events

Wake Up Yoga With Atmananda (Sponsored by Paragon Sports) Union Square Park, South Plaza, Summer 2014

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Photos from Previous Events

Salsa Class With Peridance and Baila Society

Union Square Park, South Plaza, Summer 2014

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Special Appearance by Olivia the Pig Union Square Park, South Plaza, Summer 2014