New York State Contract Reporter #2139762

Troy Turkey Trot road race planning and administration services

The City of Troy is seeking a professional event administrator for its annual Turkey Trot road race and related community events. - Buyer: City of Troy, New York — Office of the City Comptroller, Bureau of Contracts & Procurement. - Event: Thanksgiving Day program comprising 5K and 10K races, a grade-school one-mile race, and a health walk. - Services: Plan and administer the event, including course design and certification, sponsorships, marketing, registration, volunteer recruitment, timing and scoring, race-day and course operations, traffic and crowd control, municipal coordination, permits, community initiatives, cleanup, awards, online results, and post-race reporting. USATF sanctioning is required. - Equipment and supplies: Provide or arrange a start/finish structure, sound systems, digital clocks, staging, barricades, cones, T-shirts, awards, photography, bib numbers, signs and banners, tables and chairs, tents, two-way radios, and vehicles. Quantities and part numbers are not specified. - Financial requirement: The selected vendor must pay the City $60,000 for the first event year in 2027. The payment increases thereafter by 5% of the original fee each year; the City will also assist with sponsorships. - Term: Three years initially, with up to two additional one-year extensions at the City's discretion and subject to mutual agreement. Services begin in 2027. - Vendor reference: ARE Events is identified as having received an identical or substantially similar contract in the past; it is not identified as the selected vendor for this solicitation. - OEMs: No product manufacturers or OEMs are named.

Description

The City of Troy is soliciting sealed proposals from qualified vendors to administer the Troy Turkey Trot Road Race starting in 2027. The event includes 5K and 10K races, a grade-school one-mile race, and a health walk held on Thanksgiving Day. Services include event planning and budgeting, course design, sponsorship, marketing, registration, race-day operations, equipment and supplies, permits and municipal coordination, community initiatives, and post-race logistics and reporting. The race attracts over 8,000 participants annually.

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