City of Rochester - Professional Services for Production and Management of the Frederick Douglass HBCU Classic Weekend of Hope - 2026
City of RochesterCity · Rochester, NY- Due
- Nov 4, 2026
- 19 days left
- Posted
- Oct 14, 2026
- Contract term
- 1 year
- Primary contact
- Joseph Alessi
- (585) 428-6185
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THE 30-SECOND BRIEF
The City of Rochester, New York, is seeking proposals from qualified individuals or organizations to produce, manage, and execute the events encompassing the Frederick Douglass HBCU Classic Weekend of Hope. The multi-day event includes a competitive football game between two HBCU teams at the Rochester Community Sports Complex (460 Oak Street), halftime and post-game marching band performances, a pre-game tailgate, a College Fair for high school students, and an HBCU experience day for middle school students. The selected promoter will enter into an annual professional services agreement with optional extensions for up to 3 years, featuring an annual promoter fee of $100,000 subject to City Council approval. Proposals are due by November 4, 2026, at 12:00 PM and must be submitted via email to Joseph Alessi. Inquiries must be emailed by October 21, 2026. Proposals are evaluated based on adherence to guidelines outlined in Appendix A, B, and C.
Adherence to Proposal Guidelines Outlined in Appendix A, B, and C
SUMMARY
The City of Rochester, New York, is seeking proposals from qualified individuals or organizations to produce, manage, and execute the events encompassing the Frederick Douglass HBCU Classic Weekend of Hope.
The multi-day event includes a competitive football game between two HBCU teams at the Rochester Community Sports Complex (460 Oak Street), halftime and post-game marching band performances, a pre-game tailgate, a College Fair for high school students, and an HBCU experience day for middle school students. The selected promoter will enter into an annual professional services agreement with optional extensions for up to 3 years, featuring an annual promoter fee of $100,000 subject to City Council approval. Proposals are due by November 4, 2026, at 12:00 PM and must be submitted via email to Joseph Alessi. Inquiries must be emailed by October 21, 2026. Proposals are evaluated based on adherence to guidelines outlined in Appendix A, B, and C.
EVALUATION CRITERIA
3- Adherence to Proposal Guidelines Outlined in Appendix A
- B
- C
REQUIRED ATTACHMENTS
8- Cover Letter
- Company Background
- Experience Qualifications and References
- Financial Responses (Budget)
- Promotion and Social Media Plan
- Promoter's Unique Approach to Enhance Event Experience
- Workforce Staffing Plan
- Professional Consultant Services Workforce Utilization Report
- Submit to
- [email protected]
- Duration
- 36 months
- Scope location
- Rochester, NY
Questions about this RFP
How do I respond to this RFP from City of Rochester?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is November 4, 2026. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: [email protected]. For questions, contact Joseph Alessi.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including City of Rochester in NY, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Joseph Alessi at (585) 428-6185. Questions and answers are typically shared with all prospective bidders.
Can I search RFPs like this in ChatGPT or Claude?
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Adherence to Proposal Guidelines Outlined in Appendix A, B, and C" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of Rochester?
All active and historical solicitations from City of Rochester are tracked and searchable. As a city agency, City of Rochester regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 1 year. Contract terms may include renewal options.
Is this solicitation still open for submissions?
Based on the posted deadline of November 4, 2026, this solicitation appears to still be accepting submissions. Deadlines may change through amendments or addenda, so always verify the current status directly with the issuing agency before preparing your response.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Cover Letter, Company Background, Experience Qualifications and References, Financial Responses (Budget), Promotion and Social Media Plan, Promoter's Unique Approach to Enhance Event Experience, Workf. Review the full document from City of Rochester for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Rochester, NY. Review the full solicitation for detailed scope requirements.