IFB 22-03 Heavy Equipment Rental

Agency: Town of Herndon
State: Virginia
Type of Government: State & Local
NAICS Category:
  • 532412 - Construction, Mining, and Forestry Machinery and Equipment Rental and Leasing
Posted Date: Nov 5, 2021
Due Date: Dec 6, 2021
Solicitation No: IFB 22-03
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page

RFP 22-06 Carnival Rides
Location Map
Aerial Map

Attachment Preview

REQUEST FOR PROPOSAL
(SEALED)
RFP # 22-06
CARNIVAL RIDES
DELIVER SEALED PROPOSALS BY:
December 6, 2021, at 3:00 p.m. Eastern
Submit all inquiries concerning this Request for Proposal in writing to:
Gerald W. Amacker (Jerry), CPPB, VCO, VCA
Purchasing Agent
Town of Herndon
777 Lynn Street
Herndon, VA 20170-4602
Email Inquiries to:
gerald.amacker@herndon-va.gov
TOWN OF HERNDON
REQUEST FOR PROPOSAL (RFP)
(SEALED)
RFP Number:
22-06
Issue Date:
November 5, 2021
Title:
Carnival Rides
Commodity:
03725, 96236.
Issuing Entity:
Purchasing Department
777 Lynn Street
Herndon, Virginia 20170-4602
Period of Contract:
Commencing upon the execution of the contract
for one year with four (4) twelve-month renewal
options.
Work Site:
200 Spring Street, Herndon, VA 20170
If proposals are mailed, send directly to the Issuing Entity shown above. If proposals are hand delivered,
deliver to: Front Counter; 777 Lynn Street, Herndon, Virginia. Direct all inquiries for information to
Gerald W. Amacker (Jerry), Purchasing Agent at (703) 435-6800 ext. 2048 or at the above listed email
address.
**********FACSIMILES OR EMAILED PROPOSALS ARE NOT ACCEPTED**************
In compliance with this Request for Proposal (RFP) and subject to all conditions imposed therein, the
undersigned agrees to furnish the services at the prices indicated on the Offeror’s proposal.
A public proposal opening will not occur due to Covid-19. A proposal tabulation of the proposals
received will be posted at the websites listed below.
A Pre-Proposal Conference will not be held due to Covid-19.
Potential Offerors shall direct all questions or inquiries in writing no later than November 22, 2021, 3:00
p.m. to Gerald W. Amacker 777 Lynn Street, Herndon, Virginia 20170 or gerald.amacker@herndon-va.gov
Revisions to the solicitation are made only by addendum issued by the Purchasing Office.
The Town will post addendums, proposal tabulations and award information on its Procurement Webpage
at: http://herndon-va.gov/departments/finance/purchasing and on the Commonwealth of Virginia
Department of General Services’ central electronic procurement website (eVA) https://eva.virginia.gov/
and on the Purchasing bulletin board.
Note: This public body does not discriminate against faith-based organizations in accordance with the Code of
Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age,
disability, or any other basis prohibited by state law relating to discrimination in employment.
RFP # 2206 Carnival Rides
Page 2 of 45
REQUEST FOR PROPOSAL
TABLE OF CONTENTS
RFP # 20-02
CARNIVAL RIDES
SECTION TITLE PAGE
I.
PURPOSE …………………………………………………………………………………………4
II. BACKGROUND ………………………………………………………………………………….4
III. SCOPE OF SERVICES ……………………………………………………………………………5
IV. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS ……………………….7
V. EVALUATION AND AWARD CRITERIA ……………………………………………………….8
VI. AWARD PROCESS ……………………………………………………………………………….8
VII. CONTRACT TERM ………………………………………………………………………………9
VIII. INSTRUCTION TO OFFERORS ……………………………………………………………….9
IX. RIGHT TO REJECT PROPOSALS …………………………………………………………….12
X. DEADLINE FOR SUBMISSION …………………………………………………………………12
XI. CONTRACTUAL ORDER OF PRECEDENCE ………………………………………………….12
SPECIAL TERMS & CONDITIONS ……………………………………………………………………12
GENERAL TERMS & CONDITIONS ………………………………………………………………….14
PROPOSAL FORM …………………………………………………………………………………35 45
ATTACHMENT* A - REFERENCES ……………………………………………………………………36
ATTACHMENT* B RIDES, TICKETS & PROCEEDS ……………………………………………….38
ATTACHMENT* C GAMES & REST AREAS (SEATING) ………………………………………….40
ATTACHMENT* D BUSINESS, PROFESSIONAL & OCCUPATIONAL LICENSE ………………41
ATTACHMENT* E CONTRACTOR CERTIFICATION, AGREEMENT AND AFFIDAVIT ………42
ATTACHMENT* F - STATE CORPORATION COMMISSION FORM …………………………….44
* DENOTES MUST SUBMIT WITH PROPOSAL
RFP # 2206 Carnival Rides
Page 3 of 45
I. PURPOSE
The purpose of this Request for Proposal is to obtain the services of a qualified carnival operator
that will furnish, operate and provide amusement and/or carnival rides at the Herndon Festival
which herein after may be referred to merely as "Festival." Approximately 22-24 adult and youth
rides are to be provided. The adult rides may include, but are not limited to, a Ferris wheel,
round-up, scrambler, swing, paratrooper, tilt-a-whirl, zipper and bumper cars. The kiddie rides
may include, but are not limited to, giant slide, boat, car or plane ride, carousel, etc. All rides
shall generally be of high capacity. In addition to rides, the Town will entertain provisions for up
to four (4) concessions vendors per day which do not conflict with the food vendors associated
with the Herndon Festival and no more than seven (7) skill-oriented games. The final number of
desired games will be determined annually based upon space availability. Bidders wishing to visit
the carnival site may call (703) 435-6800, Extension 2123, to schedule a date and time (a map of
the carnival area is enclosed).
II. BACKGROUND
2.1 The Herndon Festival is a four-day event held in the Town of Herndon. The Festival attracts
up to 65,000 visitors each year, weather permitting, from throughout the Washington
Metropolitan Area. Activities of the 2019 Festival included two full stages providing 50+
national and regional entertainers, 70 arts and crafts exhibitors, a business expo, 5K and
10K races, a children's hands on art area, a diverse selection of 20+ food vendors, and a
carnival.
2.2 The festival site is an asphalt parking lot, on private property, which the Town has
established a Memorandum of Understanding for the operation of the Festival on an annual
basis. A map of the site is provided in Attachment A.
2.3 During the previous five years, carnival revenues have averaged approximately:
5 Year Average*
Years
2015 2019
2014 2018
2013 2017
2012 2016
Rides
$307,085.10
$318,174.55
$342,131.05
$322,288.25
Games
$53,455.20
$56,665.80
$62,335.00
$58,491.60
*The Herndon Festival was impacted significantly in 2018 by inclement weather, losing
one full evening and most of Sunday. Rain on Friday and Saturday also effected operations.
In 2019 the event moved to a new location, experiencing an anticipated modest downturn
in attendance for the first year. Prior to that the carnival had grown significantly in
ridership. The festival was not held in 2020 or 2021 due to the COVID-19 pandemic.
2.4 The carnival has consisted of up to twenty-four rides. Ride ticket prices in 2019 were $1.25
dollar per ticket, with three to six tickets required per ride. Gross revenues for future
carnival activities during the terms of the anticipated contract are estimated at $268,000 to
$340,000 per year depending upon weather. Gross revenues for games are expected to be
$50,000 to $62,000 per year.
2.5 For Kiddie rides where a responsible adult is expected to ride with a child, no ticket was
required for the adult.
RFP # 2206 Carnival Rides
Page 4 of 45
2.6 The 2022 Herndon Festival will be conducted June 2-5, 2022. In subsequent years it will
be held the first Thursday, Friday and weekend after Memorial Day Monday.
III. SCOPE OF SERVICES
3.1 The amusement ride(s) for this specification must conform to all applicable ASTM
(American Society for Testing and Materials) amusement ride standards in effect at the
time of contract award.
3.2 The rides must adhere to the following conditions:
a) Operating conditions must be able to set up on asphalt.
b) The ride must be self-contained operationally.
c) The proposed Rides must be able to occupy the space parameters allocated and have a
proven history of being popular with children/family riders.
d) The Festival, in consultation with the amusement company, will select the Rides most
appropriate for this placement.
e) Meet ADA accessibility requirements for the rides and the carnival operating area.
3.3 Provide all necessary labor and equipment to erect the rides. Access to the site on which
the rides for the 2022 Festival are to be erected will be permitted at 2:00 am on May 30,
2022. The game trailers shall be permitted on the site for set-up at 2:00 p.m. on Tuesday,
May 31, 2022. The rides will be appropriately located, securely erected and of such state
of repair as to safeguard the health and safety of participants and all other persons while
such equipment is located at the site of the Herndon Festival in accordance with Virginia
Amusement/Device Regulations.
3.4 All rides shall be equipped with adequate stanchions to securely provide line control for
rides and minimize the opportunity for line jumping. All high-capacity rides shall have line
control to accommodate up to 100 riders. Other line controls shall accommodate up to 60
riders.
3.5 Supply all rides with electrical or generated power.
3.6 Provide rides to the public on June 2, 2022, from 6:00 p.m. to 10:00 p.m.; on June 3, 2022,
from 5:00 p.m. to 11:00 p.m.; on June 4, 2022, from 10:00 a.m. to 11:00 p.m.; and on June
5, 2022, from 10:00 a.m. to 7:00 p.m. Provide lights on the rides during evening hours.
3.7 Operate and maintain all rides in such a manner as to avoid the creation of a nuisance,
protect the health, safety and general welfare of its employees, persons in attendance or
who use the rides at the Festival, and those who work or reside in the area where the
Festival will be held. Rides to be provided shall be clean, well maintained, and painted as
required. The Rides seating must be free of excessive wear, tears etc. The Festival reserves
the right to refuse a ride which does not meet these standards and may invoke the penalty
described in the Special Terms & Conditions Section until the ride is brought into
compliance or removed from the site.
a) The Rides must be owned or leased by the Respondent amusement company and not
subcontracted from a third party.
b) The amusement company must be certified and possess all licenses to operate
amusements within the town of Herndon, Fairfax County, and the State of Virginia.
c) The amusement company must provide the Festival, upon request, a certified history
of the Rides including the past three (3) years of daily inspection logs, insurance
RFP # 2206 Carnival Rides
Page 5 of 45

Sign-up for a Free Trial, Government Bid Alerts

With Free Trial, you can:

You will have a full access to bids, website, and receive daily bid report via email and web.

Try One Week FREE Now

See Also

Solicitation Number Addendum Ttitle/Description Solicitation Opening Date and Time 952642203 1 Copier/Multi-Function Device

VirginiaTech

Bid Due: 1/21/2022

Follow Generator Rental Active Contract Opportunity Notice ID N0017822RC605 Related Notice Department/Ind. Agency

DEPT OF DEFENSE

Bid Due: 1/21/2022

Follow Generator Rental Active Contract Opportunity Notice ID N0017822RC605 Related Notice Department/Ind. Agency

DEPT OF DEFENSE

Bid Due: 1/21/2022

4410--Amendment to respond to vendor questions Rental of Mobile Boiler (VA-22-00007895) Active Contract

Federal Agency