Event Manager for The Boathouse at Canal Dock

The City of New Haven is seeking Statements of Qualifications (SOQ) from individuals to serve as the Event Manager for The Boathouse at Canal Dock under the direction of the Department of Arts, Culture and Tourism and the Economic Development Administration. The Event Manager will be an independent contractors and the City will entertain proposals from individuals and event management companies (a professional services agreement). Subject to guidance from the City, the Event Manager will be responsible for the administration of events, including coordination and record-keeping.

The decision will be based on professional competence and experience; cost will not be an evaluation factor at this stage.

Background

The Boathouse at Canal Dock is New Haven’s exclusive waterfront venue with breathtaking panoramic views of the scenic New Haven Harbor. The Boathouse has been host to corporate events, conferences, lively celebrations, intimate wedding ceremonies or receptions and more,

Project Details

• Reference ID: 2026-RFQ-CNH-341
• Department: Arts, Culture, and Tourism
• Department Head: Shamain MCAllister (Director)

Important Dates

• Questions Due: 2026-05-11T21:00:00.000Z

Evaluation Criteria

• Professional Experience (50 pts) —

  What is the level of experience? Experience working in similar environments?

  • Duration of Expertise: Does the candidate meet the minimum years of experience required for the role?
  • Operational Scope: Experience managing specific facility types (e.g., public parks, museums, convention centers) and diverse event formats (e.g., festivals, press conferences, galas).
  • Logistical Ability: Demonstrated ability to manage high-level logistics, including:
  • External Coordination: Managing relationships with outside vendors (catering, AV, security).
  • Record Keeping: Experience with accounting basics and financial management
  • Regulatory Compliance: Experience navigating municipal requirements, such as securing permits and adhering to local ordinances.

   

• Leadership and Interpersonal Skills (20 pts) —

  Demonstrates effective communication and relating to a cross section of the community

  • Management Style: Does the candidate’s style align with the organizational culture? (e.g., collaborative vs. top-down).
  • Team Coordination: Ability to direct staff, volunteers, or community partners during "live" event environments.
  • Conflict Resolution: Evidence of emotional intelligence and professional maturity when dealing with differing opinions or high-stress situations.
• Risk, Reliability & Compliance (20 pts) —

  Is there a history of incomplete projects or contracts?

  • Legal Standing: Any history of debarment or suspension from work.
  • Contractual Ethics: A track record of fulfilling obligations. Any "Yes" answers to incomplete contracted work should be examined for context and resolution provided in their written explanation.
  • Public Trust: Critical for roles involving government subdivisions, municipal agencies, or public-facing community events.
• Verification (10 pts) —
  • Resume Quality: Professionalism, clarity, and a logical progression of responsibilities.
  • Reference Strength: Availability of high-quality professional references who can verify the candidate's specific impact on previous event outcomes.

Submission Requirements

• General Project Goals or Qualifications (required)
• Will you be using the On-line Notary feature or Public Notary for the Disclosure Form (required) —

  The City needs you to get the Disclosure Form  notarized. We are offering you a convenient  way to do this online through Notary Online (https://notarylive.com) . However, you don't have to use this online service. If you do choose to use it, it will cost you $25 each time you use it for a notarization. You can explore other ways to get your document notarized if you prefer not to pay this fee, click "No". 

• Disclosure Form for Online Notary (required) —

  An online notarization option will be provided for you when responding.

  Important: If you don't have the document notarized, your response will be disqualified.

  In essence, you must legally verify your identity and the authenticity of your signature on the document. 

• DISCLOSURE & CERTIFICATION AFFIDAVIT (required) —
  1. Download the Disclosure & Certification document: This is a digital document that you'll need to fill out.
  2. Complete the document: Fill in all the required information on the document.
  3. Notarize the document: 
     
     • Take the completed document to a public notary: A notary public can notarize your signature in person.

  Important: If you don't have the document notarized, your response will be disqualified.

  In essence, you must legally verify your identity and the authenticity of your signature on the document. 

• Current Workforce Demographic (required) —

  Please download the below documents, complete, and upload.

• Statement of Qualifications for City —

  Statement of Qualifications:

  Each solicitation response shall include a Statement of Qualifications in the format provided in this Solicitation upon stationary of the responding entity.

  All questions must be answered, and the data given must be clear and comprehensive. The respondent may submit any additional information he/she desires.

• Permanent Main Office Address (required)
• When Organized (required)
• Legal form of ownership. If a corporation, where incorporated. (required)
• How many years have you been engaged in services, under your present name? (required)
• Table of Similar Projects: (required) —

  Provide a list of at least three (3) projects of similar scale and complexity completed within the last five (5) years.

• Have you ever failed to complete any work awarded to you? If so, where and why? (required)
• Have you ever defaulted on a contract? If so, where, and why? (required)
• Describe any pending litigation or other factors, which could affect your organization and it's ability to perform this agreement. (required)
• Names, titles, reporting relationships, and background and experience of the principal members of your organization, including the officers. Indicate which individuals are authorized to bind the organization in negotiations with the City of New Haven. (required)
• Name, title, address, and telephone number of the individual to whom all inquiries about this Response should be addressed. (required)
• Will you, upon request, fill out a detailed financial statement and furnish any other information or sign a release that may be required by the City of New Haven? (required) —

  Upon the City of New Haven's request, the Business will be obligated to:*

  • Complete a detailed financial statement, providing a thorough overview of its financial position.
  • Furnish any additional information deemed necessary by the City to evaluate its financial stability. This may include, but is not limited to, bank records, tax documentation, and credit references.
  • Sign a release if required, authorizing the City to independently verify the provided financial information from relevant third parties.

  This comprehensive financial review is a necessary step for the City of New Haven to ensure the respondent possesses the financial capacity to successfully undertake and complete the proposed project. Your affirmative response confirms your understanding and willingness to comply with these requirements if requested.

• If you answers no , (required) —

  Briefly describe your reason for answering no.

• Tax Identification number(s) (required)
• Are you able to receive Credit Card Payments for your services rendered? (required)
• Attached in section 3 "City Requirements" of this solicitation are Policy Agreements for Ban the Box, Certificate of non-arrearage, Equal Opportunity Agreement and the Non-Collusion Affidavit your review.. (required) —

  By submitting a response to this solicitation, you acknowledge and accept the terms and condition of each individual policy.

• Public Record Trade Secret or Proprietary Confidential Business Information Exemption Request (required) —

  As a bidder or proposer, any document you submit to the City of New Haven may be a public record and be open for personal inspection or copying by any person. In Connecticut ‘s public records” are defined as all documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software, or other material, regardless of the physical form, characteristics, or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business by any agency. Section 1-210, CT. A document is subject to personal inspection and copying unless it falls under one of the public records exemptions created under Connecticut law.  Answer No if : No part of your proposal is exempt from disclosure under the Connecticut public record law.

• By answering Yes, you are agreeing to the following (required) —

  By claiming that all or part of the bid or proposal is exempt from the public records law, the undersigned bidder or proposer agrees to protect, defend, indemnify, and hold the City of New Haven, its officers, employees, and agents free and harmless from and against all claims arising out of a request to inspector copy the bid or proposal. The undersigned bidder or proposer agrees to investigate, handle, respond to, provide defense (including payment of attorney fees, court costs, and expert witness fees and expenses up to and including any appeal) for and defend any such claim at its sole cost and expense through counsel chosen by the City of New Haven and agrees to bear all other costs and expenses related thereto, even if they (claims, etc.) are groundless, false, or fraudulent.

• If you claimed yes, (i.e., you do claim an exemption), explain which part/s are exempt below (required) —

  The following parts of the bid or proposal submitted are exempt from disclosure under the Connecticut public records law because: (list exempt parts and legal justification - e.g., trade secret):

• Redacted Version of Response" if they claim an exemption —

  Upload Record Document here

• Conflict of Terms & No External Links (required) —

  Respondent expressly acknowledges that the submission of a response, purchasing agreement, or any supporting documentation shall not contain embedded hyperlinks to external terms and conditions. Any terms and conditions intended to be part of the contract must be provided in full, physical or digital text within the formal submission. Furthermore, any respondent terms that conflict with the City’s Standard Terms and Conditions shall be deemed secondary; the City’s terms shall prevail unless a specific exception is negotiated and signed by both parties."

• The City of New Haven has provided the complete contract details for your thorough examination. While the standard contract terms allow for minor modifications with the City's written approval, it is critical to understand that you will be strictly required to adhere to every term and condition as presented in the attached documents unless such minor changes are formally approved by the City of New Haven (required) —

  By submitting a response to this solicitation, you acknowledge and accept this requirement as a condition of award." 

• Project Owner
• Enter Requesting Department Name. (required)
• Enter Project Manager's Name (required)
• Enter Munis Account Number for Ad (nnnnnnnn-nnnnn) (required)
• Funding
• How is this Procurement Funded (required)
• IF funding is City, then does local preference apply? (required)
• If funding is Federal, and project is construction related then federal wage rate required (required)
• If funding is State, and project is construction related; state wage required (required)
• If project is State Funded, does project need be posted on DAS Portal ? (required)
• If funding is a Grant and project is not construction related (required)
• If project is ARPA and is not construction related: (required)
• If Grant funded-required information confirmation (required)
• Please include the full name of the funding agency (not the program). If funding is general fund , enter not applicable: (required) —

  For Example: "Homeland Security"

• Project Setup
• Does this procurement include any of the following (check what applies) (required)
• Has Fleet(DPW) approved your specification?(appear when vehicle) (required) —

  If answered yes, please attached confirmation email from Fleet, in the internal attachment section

• Has IT approved your specifications? (required) —

  If answered yes, please attached confirmation email from the Technology Department , in the internal attachment section of this project.

• Type of Technology included (appears when equals Tech) (required)
• Insurance Requirements —

  Instructions for Project Managers

  Based on the information you currently have, attempt to answer this question to the best of your capability. Ultimately, purchasing will review this carefully and edit and update as needed based on your solicitation requirements. 

  As a standard, all activities for Construction and Service require the following: 

  • General Liability
  • Workers’ Compensation & Employers’ Liability (EL) - Statutory Limits
  • Auto Liability
  • Excess/Umbrella Liability

  Any Professional Services type project (usually Request for Proposals) will require the following: 

  • General Liability
  • Workers’ Compensation & Employers’ Liability (EL) - Statutory Limits
  • Auto Liability
  • Excess/Umbrella Liability
  • Professional Liability

  For Commodity, General Liability is the minimum requirement. 

• Are there any License or Certification Requirement? (required) —

  This particular question is to be answered for the company (or their subcontractors) not their employees.

• License or Certification Type: (required) —

  Please enter the specific License or Certification required to be eligible to compete on this solicitation. For example, "CPA - Certified Public Accountant."

• Is this a License from the State of Connecticut Licensing Board? (required)
• Is experience required to be eligible to compete on this solicitation? (required)
• Evaluation Criteria —

  Guidelines used to determine whether a response  is good, effective, or meets expectations of the project

• Evaluation Critera (required) —

  Evaluation factors. RFQ, criteria should shifts away from "solutions" and toward "capacity.   Below is suggest criteria already created to be used or more modified.  It is important that your actual evaluation of the responses is consistent with the factors and criteria you include in the RFQ document. You will be able to add detail or edit any criteria along with the point values (using a 100-point-scale) while you are editing the Evaluation Section of this project.

• Contract Terms —

  The determination of whether a city contract is to be submitted to the board of alders for prior approval pursuant to section 2-376 is if one of the following conditions exist:

  a.

  If its initial term is longer than one year, exclusive of options/renewals that are less than two years.

  b.

  If options/renewals on the initial term exceed two years collectively and/or consecutively, or

  c.

  If any options/renewals materially alter the terms or conditions of a contract in the judgment of the city purchasing agent.

• Base Contract Duration: How many years will be included for the base contract? If pre approved by BOA for initial term of two or greater attach resolution in the internal attachment section of project (required) —

  The determination of whether a city contract is to be submitted to the board of alders for prior approval pursuant to section 2-376 is if one of the following conditions exist:

  a.

  If its initial term is longer than one year, exclusive of options/renewals that are less than two years.

  b.

  If options/renewals on the initial term exceed two years collectively and/or consecutively, or

  c.

  If any options/renewals materially alter the terms or conditions of a contract in the judgment of the city purchasing agent.

• Award Method (required) —

  General definitions and parameters of each approach.

  • Award to the Winner: This is a traditional public procurement where the winning bid or proposal is selected based on the Lowest, Responsive and Responsible Bidder when using a Competitive Bid process; or the Highest Scored Proposal when using the Competitive Selection process.
  • Split Award: A “Split-Award” is designed to specify and distinguish separate Groups of awards based on separate specifications or Scopes of Work. A vendor can respond to any combination of the Groups provided they are responsive and responsible. Each Group is evaluated and awarded independently. Effectively, there could be a separate winner for each Group.
  • Back Up Vendor (RFPs Only): This method is intended to contract with a back up vendor in the event the winner is unable to fulfill the contract.