Family Neighborhood Pop Up Management Service

Community organization sought to manage the fiscal and operational aspects of New Haven's 2026 Family Neighborhood Pop Ups, fostering outdoor family engagement and activities.

Personnel must not be City employees.
Comply with Anti-Kickback Rules regarding unconditional and timely payment of salaries.
Comply with all Equal Employment Opportunity provisions, including Executive Order 11246, Executive Order 11375, Connecticut Fair Employment Practices Act, and City ordinances.
Do not discriminate against any employee or applicant based on race, color, religion, age, sex, physical disability, national origin, or any other protected class status.
Take affirmative action in employment practices.
Post non-discrimination clauses in conspicuous places.
State EEO in all employee solicitations or advertisements.
For public contracts, notify labor unions of EEO commitments, post notices, and register skilled trades workers with the Connecticut State Labor Department Apprentice Training Division.
Utilize State and City sponsored manpower programs for recruitment and notify them of job vacancies.
Take affirmative action to negotiate with qualified minority, women, and disadvantaged business enterprises for subcontracted work.
Cooperate with City departments in increasing M/W/DBE utilization.
Furnish all required information and reports to the Contract Compliance Director and permit access to records for investigations.
Do not employ persons serving a sentence in a penal or correctional institution, in compliance with City's Ban the Box requirements.
Do not discriminate against employees for filing complaints or testifying in proceedings related to labor standards.
Do not assign any interest in the Agreement or transfer without prior written City approval, except for claims for money due to a bank, trust company, financial institution, or Trustee in Bankruptcy.
Ensure no City official, employee, or agent involved in the project has any direct or indirect personal interest in the Agreement.
Contractor covenants no direct or indirect interest in the project or related land that would conflict with performance.
Maintain confidentiality of all reports, information, and data, not making them available without prior written City approval.
Allow the City to audit the Contractor's books of account for 12 months following the closing or termination of the Agreement.
Comply with City of New Haven Ban the Box Ordinance #1585.
Certify not to be in arrears to the State of Connecticut Second Injury Fund.
Accept the terms and conditions of the sample contract.
Obtain written City approval for any additional work or amendments outside the original scope of services.
Recruit New Haven residents initially and give them preference for new positions if all other factors are equal.
Provide satisfactory proof of being a 'City Based Business' if claiming preference.
Adhere to the City's 'No Purchase Order, No Payment Policy'.
Expressly agree to and accept all conditions by submitting a proposal.
Comply with the City of New Haven Living Wage Ordinance if the contract includes labor within the City, is less than $150,000, and exceeds $25,000 annually.
Include all patent fees, royalties, and charges in the price proposal.
Exclude all federal, state, local, and other taxes from price proposals.
Submit a completed and signed IRS Form W-9.
Provide goods and/or services without monetary limitations on liability, or explicitly state any exceptions.
Provide insurance certificates with a minimum AM Best's rating of 'A-'VIII from a Connecticut-authorized carrier.
Name the City of New Haven as an additional insured with subrogation.
Insurance endorsement must include work description, contract/project name, and location.
Provide insurance agent contact information (name, email, phone number) on the Certificate of Insurance (COI).
Insurance company must provide at least thirty days written notice to the City prior to any modification or cancellation of coverage.
Maintain General Liability with Abuse & Molestation coverage of $1,000,000 per occurrence, $2,000,000 combined aggregate, $2,000,000 products/completed operations aggregate, and $1,000,000 abuse & molestation.
Maintain Workers' Compensation & Employers' Liability at statutory limits, with $500,000 for EL Each, EL Disease, and EL Policy.
Maintain Auto Liability with a combined single limit of $1,000,000 per accident.
Maintain Excess/Umbrella Liability of $1,000,000 per occurrence and $1,000,000 combined aggregate.
Maintain Professional Liability of $1,000,000.
If a 'Claims Made' policy, it must be continually renewed for a minimum of two years from the contract completion date.
Submit original, completed Certificates of Insurance via Certificial prior to contract issuance and renewal certificates at least 30 days prior to expiration.
Acknowledge and address all addenda; failure to do so will invalidate the offer.
Submit questions through the City's eProcurement Portal at least seven business days prior to the closing date.
Vendor must have at least 5 years of experience in fiscal management for large-scale events.
Vendor must have a team of qualified financial professionals with a deep understanding of budgeting, financial reporting, and accounting principles.
Vendor must have access to up-to-date financial management software.
Vendor must have excellent communication skills and provide regular financial updates.
Vendor must comply with all relevant federal, state, and local financial regulations and reporting requirements.
Vendor must be willing to work collaboratively with the Youth and Recreation Department and other event stakeholders.
Vendor must prepare and submit a detailed budget plan for the event.
Vendor must implement a system for tracking event-related expenses and monitor expenditures.
Vendor must provide regular financial reports to the Youth and Recreation Department.
Vendor must prepare all necessary financial documentation and reports for annual audits.
Vendor must coordinate with event vendors for timely and accurate financial transactions.
Vendor must assist in managing grants or sponsorship funds and ensure compliance.
Vendor must provide financial consulting services for revenue generation, cost-saving, and financial strategy.
Vendor must be available to provide services from contract award until event completion.
Vendor must meet all established deadlines for financial deliverables.
Vendor must be accessible to the Youth and Recreation Department and event stakeholders.
Vendor must maintain strict confidentiality of all financial information and comply with data protection regulations.
Vendor must conduct all financial management activities in a professional and ethical manner.
Deliver an Initial Budget Plan within 30 days of contract award.
Deliver Monthly Financial Reports.
Deliver Audit Documentation.
Deliver a Final Financial Report within 30 days after event completion.
Solicitor must have a Unique Entity Identifier (UEI) number.
Solicitor must have the ability to process payments to contractors in a reasonable manner.
Administrative fee maximum is 5% of the overall budget.
Final approval of subcontractor awards will be made by the Youth and Recreation Department Director or designee.
Solicitor must be current on all City of New Haven tax obligations.
Preference given to youth-serving organizations based in New Haven, Connecticut.
Preference given to organizations with viable youth, family, and/or intergenerational programming.
Preference given to solicitors with an established track record of working with the City of New Haven.
Submit W9, Disclosure form, Non-Collusion form, and a Scope of Service (not to exceed 2 paragraphs).
Submit proof of Liability Insurance, including $1 million coverage, City as additional insured, City as certificate holder, subrogation boxes checked, and child molestation coverage (lowest carrier offers).
Submit responses digitally only through the City's eProcurement Portal.
Provide a detailed financial/programmatic report of expenditures.
Disclosure Form must be notarized.
Submit a Current Workforce Demographic form.
Submit a Statement of Qualifications on the responding entity's stationery.
Provide Permanent Main Office Address, organization date, legal form of ownership, and where incorporated (if applicable).
State years engaged in services under the present name.
Disclose if ever failed to complete work or defaulted on a contract, with explanation.
Describe any pending litigation or other factors affecting the organization's ability to perform the agreement.
Provide names, titles, reporting relationships, background, and experience of principal members, indicating who is authorized to bind the organization.
Provide contact information for all inquiries about the proposal.
Agree to provide a detailed financial statement and sign a release if requested by the City.
State ability to receive Credit Card Payments.
Acknowledge and accept the terms and conditions of the Ban the Box, Certificate of Non-Arrearage, Equal Opportunity Agreement, and Non-Collusion Affidavit policies.
If claiming public record exemption, explain the exempt parts and legal justification, and agree to indemnify the City.
Acknowledge and accept adherence to contract terms and conditions unless formally approved minor changes.

Release Project Date: March 25, 2026

Question Submission Deadline: April 10, 2026, 5:00pm

Response Submission Deadline: April 21, 2026, 11:00am

City of New Haven

Organization overview and procurement intelligence available on paid plans.

The government authority in New Haven, Connecticut is seeking a youth-serving community organization to manage the fiscal and operational aspects of the Summer 2026 Neighborhood Pop Ups, also referred to as 'family fun day' programs. The selected organization will work under the direction of the relevant department and its designee to coordinate these outdoor events.

The initiative aims to provide youth and families with opportunities to spend quality time together in the city's various parks, enhancing community connection and offering engaging activities. Applicants must be capable of overseeing the financial requirements and logistics associated with the program. Prospective bidders should submit all questions by April 10, 2026.

Family Neighborhood Pop Up Management Service

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