Request for Proposals 

New York Wines Warehouse 
January 16, 2026 

1. Background Information 

The New York Wine & Grape Foundation (NYWGF) was created by the State of New York in 1985 as a private, non-profit organization. The enabling legislation established a financing mechanism for promotion and research, providing the industry with both short-term assistance and the potential for long-term viability. NYWGF’s programs are developed by a 22-member Board of Directors in consultation with other representatives from industry and state government. The activities carried out by NYWGF are designed to support all uses of New York-grown grapes from all regions of the state. The mission of the NYWGF is to “promote the world-class image of New York grapes and wines from our diverse regions to responsibly benefit farmers, producers and consumers through innovative marketing, research, communication, and advocacy.” The vision of the NYWGF is “to be the world’s premier region for cool and cold climate viticulture.” During the 2024-25 program year, NYWGF conducted activities in six different international markets: Canada, the Caribbean, Japan, South Korea, Vietnam, and Western Europe. 

2. Scope of Services   

The NYWGF is requesting proposals for a contractor to assist in New York wine sample consolidations and prepare successful international shipments to NYWGF events abroad. NYWGF seeks a qualified warehouse partner in the State of New York to support the secure storage, inventory management, and reliable global shipment of New York wines. The selected contractor will develop and support a comprehensive 3-year operational plan, ensuring efficient, organized, and timely distribution to international markets. This plan shall be based on the following timeframe:   

Program Year 1: January 1, 2026, to June 30, 2026 

Program Year 2: July 1, 2026, to June 30, 2027 

Program Year 3: July 1, 2027, to June 30, 2028

This plan shall outline the timelines and budgetary considerations for establishing a streamlined logistics structure to support NYWGF’s global programming. The contractor is expected to 1) maintain accurate, detailed inventory of New York wines stored for international distribution; 2) manage organized, timely, and compliant wine shipments to multiple global destinations; and 3) coordinate effectively with the NYWGF, freight forwarders, New York wineries, and international partners. 

The selected contractor will partner with the NYWGF on a 6-month agreement from January 1, 2026, to June 30, 2026. Extension of the contract beyond Year 1 shall be contingent upon the successful completion of Year 1 shipments and mutual agreement between the Contractor and NYWGF. NYWGF anticipates an average of 10 international wine shipments per year, with 5 shipments in Year 1. These consist of both individual package shipments and palletized freight. NYWGF seeks a warehouse distributor capable of fulfilling the following responsibilities: 

• Communication and Responsiveness: The contractor will maintain clear, timely communication with NYWGF, BCI, and international partners, including virtual accessibility via email, video call, Microsoft Teams, and WhatsApp (for international communication). A 24-hour response turnaround will be the standard.   

• Shipping and Inventory Management: The contractor will manage multiple concurrent shipments, including receiving and dispatching. The contractor will conduct detailed cross-checks of every bottle received against packing lists and will open packages, verify, and repack bottles as necessary. They will also be able to receive packages in person or via FedEx/UPS/USPS on a flexible timeline. Once a shipment is prepared for departure, the contractor will act as the designated contact with the freight forwarder and complete all shipping documentation on NYWGF’s behalf, including the Shipper’s Letter of Introduction (SLI). NYWGF and its Representatives will provide commercial invoices, packing lists, and customs-related certifications.  

• Technical and Administrative Capabilities: The contractor will utilize Microsoft Office tools, especially shared Excel documents, for inventory reporting, shipment tracking, and coordination. Applicants demonstrating strong proficiency with the Microsoft Office suite (Excel and Teams specifically) will be favored.  

• Global Coordination: The contractor will manage interactions with winemakers and NYWGF representatives across global time zones, maintaining flexibility during peak industry periods such as harvest. The contractor will be capable of navigating language and cultural barriers with professionalism and clarity. 

• International Logistics Expertise: The contractor will have demonstrated experience with international shipping, including both individual packages and palletized freight, and will ensure all shipments are handled efficiently, accurately, and in compliance with the logistics standards of each shipment’s final destination. 

 
In executing these initiatives, the contractor shall maintain close communication with the NYWGF and its designated international team. In addition, the contractor will abide by all relevant United States Department of Agriculture (USDA) export assistance grant program guidelines. The NYWGF will receive grant funding from the Regional Agricultural Promotion Program (RAPP) and Market Access Program (MAP) for export market development. There are regulations within these grants on eligible and ineligible use of funds, and other limitations. NYWGF would work with the selected contractor to ensure an understanding of program regulations. 

3. Project Budget  

The New York Wine & Grape Foundation’s average annual cost for a warehouse to handle the international distribution program, inclusive of operational services and fees, is $27,000. Contractors should provide NYWGF with a budget breakdown that includes the recommended warehouse and available staff needed to execute the responsibilities outlined within the Scope of Services, based on the timeline below:  

Program Year 1: January 1, 2026, to June 30, 2026 

Program Year 2: July 1, 2026, to June 30, 2027 

Program Year 3: July 1, 2027, to June 30, 2028 

Please note that your proposed contractor fees should fully account for all work required to execute all proposed activities. While the services listed under the Scope of Services are expected, the contractor should feel free to propose services related to the improvement of New York Wine’s sample shipping process. 

4. Evaluation of Proposal  

There is no required format for the proposal, however proposals should be limited to 10 pages and should include at a minimum: 

• Company information, including prior experience in the wine/alcoholic beverage sector or with food/hospitality or other comparable projects, and experience with USDA FAS grant programs. 

• Identify their warehouse location within the State of New York. Highlighting a potential location in proximity to the Finger Lakes that can serve as a physical drop-off point for the samples will be favorable but not required. 

• Staffing for the NYWGF account, including information on capabilities and background for each person, and any expected subcontractors. A strong knowledge of Excel and experience working with shared spreadsheets is considered a significant advantage.  

• Estimated budget for services for each program year, including a breakdown of all associated fees and expenses. 

The NYWGF will independently review and evaluate each proposal and selection will be made on the basis of the following criteria: 
 

• Ability to meet or exceed requirements as set out in the scope of services. 

• Adequacy and availability of professional level staffing. 

• Credentials and related experience. 

• Level of service and activity given the budget parameters provided. 

5. Authority

The selected agency will work under the direct supervision and with the prior approval of NYWGF for all program activities. All expenditures must fall within the program budget and must be pre-approved by NYWGF. 

6. Discrimination Clause  

The NYWGF is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, gender, religion, age, disability, political beliefs, sexual orientation, or marital/familial status.  The NYWGF complies with all provisions of the U.S. government’s Executive Order 11246 dated September 24, 1965, and the rules, regulations and relevant orders of the Secretary of Labor. 

7. Instructions for Submitting Proposals  

Proposals should be submitted electronically to:  
Kyle Anne Pallischeck 
Director of Programs  
Email: rfp@nywgf.org 

Questions regarding this RFP should be directed to: rfp@nywgf.org

All proposals are due by 5:00 PM EST on Friday, January 30, 2026.  

Interested candidates should plan to be available for a virtual interview with NWYGF, likely during the week of February 2. NYWGF anticipates making a final decision on a contractor by February 6, 2026 but reserves the right to reach a decision and/or notify applicants of the NYYWGF’s selection at a later date. NWYGF reserves the right not to award a contract if, in the opinion of the evaluators, no suitable proposal is received. NYWGF is not liable for any costs associated with any company’s response to this RFP.