NYS ORDA Event Timing and Scoring RFQ

The New York State Olympic Regional Development Authority (Olympic Authority) is issuing a Request for Qualifications (RFQ) to establish a pre-qualified pool of vendors capable of providing comprehensive timing and scoring services for multiple competitive events held throughout the calendar year in New York State, specifically in Essex, Ulster, and Warren Counties. This RFQ, released on November 4, 2025, invites vendors with the necessary technical expertise, experience, and resources to submit qualifications by November 26, 2025. Selected vendors will enter into a Master Agreement valid for one year, renewable annually, which serves as the contractual framework under which event-specific Work Authorizations or mini-bids will be issued. Award decisions for individual events will be made competitively among the pool based on multiple factors including cost, technical capability, availability, prior performance, and event-specific requirements, ensuring that only pre-qualified vendors are eligible to compete for such projects. The Master Agreement requires vendors to supply all materials, labor, and services necessary to fulfill timing and scoring needs as specified in individual event solicitations, leveraging their capacity to deliver high-quality, reliable services that meet the Olympic Authority’s operational and broadcast standards. Vendors must comply with the Olympic Authority Standard Contract Terms, maintain specified insurance coverage, and identify key personnel as part of their submissions. The scope includes integration with live broadcast systems to provide real-time scoring, virtual graphics, and course markings supporting event production and audience engagement. Submission packages must include detailed pricing via standardized forms, client references, and proof of insurance, with proposals submitted electronically to designated contacts. Although no specific packaging, marking, or bar-coding standards apply, vendors must adhere to all applicable laws and quality standards, with government-directed inspection and acceptance processes. The RFQ does not include set-asides or MWBE participation goals, reflecting a focus on capability and service quality. The Olympic Authority reserves broad rights throughout the procurement process, including the ability to reject submissions or engage multiple vendors, ensuring flexibility in securing timing and scoring services for its diverse portfolio of events.