Event Production Services For Hudson River Park

Hudson River Park Description: The Hudson River Park Trust (hereafter “the Trust”) is a public benefit corporation and a 501(c)(3) charitable organization created by act of the New York State Legislature. The mission of the Trust is to design, construct, maintain and operate a heavily used four-mile-long waterfront park and estuarine sanctuary on Manhattan’s West Side. While portions of the Park are still undergoing planning and construction, the completed public piers, landscaped upland areas, boating facilities, and other features are among the most heavily used open spaces in New York City. Within the Park footprint are also a number of commercial and cultural venues such as Circle Line, the Intrepid Museum and Little Island as well as a variety of transportation and essential municipal uses, each having their own operating needs and requirements. Project Description: The Trust is seeking to retain a responsive on-call event services planner (hereafter the “Contractor”) to supplement existing staff and park resources required to safely host large crowds that are expected to gather in the Park for large celebrations in the Summer 2026. As described further below, the Trust is working closely with partners at New York State and New York City regarding relevant aspects of planning, and specific needs are still in the early stages of development. As such, the Contractor’s work volume will vary in accordance with the Trust’s needs and based on final decisions from event planners and government partners. The Scope of Work included in the RFP further details the range of anticipated types of potential needs, including event planning, logistics, rentals, execution and oversight. In some cases, the specific needs will be determined once certain decisions are made, including but not limited to overall City or State security, transportation or access plans for Manhattan’s West side south of West 59th Street. For this reason, the Contractor’s involvement may be limited to a small scale event, supporting Pride and a handful of other events, or may be scaled to support crowd safety and other needs related to a city- or parkwide large event across many piers along the Park’s full four miles. Context Description: New York City, New York State and the Federal Administration’s plans for the extraordinary national and international events converging in New York and New Jersey in Summer 2026 are actively being developed. In addition, other outside partners and businesses will likely seek to host events and activations during this period too. This confluence of events includes: NY/NJ World Cup - Dates: Saturday, June 13 – Sunday, July 19, 2026 - Event Description: The World Cup is the premier international soccer tournament held every four years. In 2026, the New York / New Jersey Stadium at the Meadowlands will host eight of these matches, including the final. During this time, the Trust anticipates an increased volume of Park visitors as well as requests for additional related non-profit or commercial activations within the Park at various scales. - Anticipated Park Visitors Increase: 5,000+ - Additional Notes: The Trust expects to need assistance managing public access and visitor needs associated with increased visitation during this period and to support an expected significant increase in requests for event activations during this time period; requested services could include internal, tenant and external event planning, management and oversight, as well as operational and staffing support. Please note the locations and durations are yet to be determined Pride in HRPK - Dates: Sunday, June 28, 2026 - Event Description: Annually on Pride Sunday, Hudson River Park hosts to thousands of people informally gathering to celebrate Pride, particularly in the West Village at Pier 45 and Pier 46 and adjacent esplanades and park areas. - Anticipated Park Visitors Increase: 20,000+ - Additional Notes: The Trust will require rentals of fences, light towers, portolets and other equipment as well as operational support – see Exhibit 4, Fee & Cost Schedule for anticipated rental needs. The Trust will provide the Operations Summary and equipment needs from previous years to the selected company. America’s 250 - Dates: Wednesday, July 1 - Thursday, July 9, focused on Saturday, July 4, 2026 - Event Description: To celebrate the founding of the United States, on July 4, 2026, the largest fleet of the world’s tall ships and naval vessels will sail into New York Harbor. This boat parade will travel down the Hudson River, making Hudson River Park a prime location for viewing. Following the procession, some vessels are expected to dock within the Park and to host receptions and public tours and viewing for several days, attracting crowds and requiring a need for queue management and other services. Please note the locations and durations are yet to be determined. Any coordination will need to be approved by the Trust. - Anticipated Attendance: 70,000+ - Trust / HRPK Needs: The Trust expects to require support services; examples include event planning, equipment rentals, operational support (potentially ticketing, security, signage and more), installation of celebratory décor, small stages and sound systems or other activations, and management to safely host visitors throughout the Park footprint in coordination with New York City and New York State and various park tenants. Submissions: All responses to this request for proposals are due by 12:00 PM (Noon)on Thursday, March 12, 2026, and must be emailed to [email protected] , with pricing and services sent separately.The form of contract that accompanies this RFP must also be reviewed by respondents. The Trust intends to award a contract expected to commence in March 2026, through February 2027. Proposals will be evaluated based on the following criteria:Criteria - Percentage:Quality of Proposal -35%Cost - 20%Previous Experience - 25%References and Reputation - 20% Site Visit: Friday, February 20, 2026, 11:00 AM - 3:00 PM; if interested, please RSVP to [email protected]. The site visit will leave from Pier 40, 353 West Street, New York, NY 10014.Questions Due: Tuesday, February 24, 2026 - Answers Posted: Friday, February 27, 2026Proposal Submission Deadline: Thursday, March 12, 2026 at 12:00PM (Noon) Business enterprises awarded an identical or substantially similar procurement contract within the past five years: None.