5852 Rental of Synthetic Ice-Skating Rink for City Event

Agency:	City of New Rochelle
State:	New York
Type of Government:	State & Local
NAICS Category:	312113 - Ice Manufacturing 561920 - Convention and Trade Show Organizers
Posted Date:	Dec 23, 2025
Due Date:	Jan 7, 2026
Solicitation No:	5852
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Department of Finance

515 North Avenue

New Rochelle, NY 10801

Tel (914) 654-2072

Fax (914) 654-2344

Edward J. Ritter

Commissioner

City of New Rochelle

New York

TO: All Prospective Bidders

for

Rental of Synthetic Ice-Skating Rink for City Event

BID SPEC No. 5852

DATE POSTED: December 23, 2025

DATE DUE: January 07, 2026

NOTE: Bids are due by 3:00 p.m.

Late bids will NOT be accepted!

Respond to:

CITY OF NEW ROCHELLE

Department of Finance Purchasing Office

515 North Ave.

New Rochelle, N.Y. 10801

INSTRUCTION FOR RESPONDING TO THIS BID

1. Vendors interested in bidding on the referenced items should read the entire document. The vendor

must complete all sections of this document including the VENDOR DATA SECTION and ADDENDUM

ACKNOWLEDGEMENT and sign where indicated. Your signature identifies your acceptance of all terms

and conditions herein.

2. All vendors must fill in the prices being requested in the places and formats indicated. All blank spaces

in said bid shall be filled in and no changes shall be made in the phraseology, or in the items, terms and

conditions contained therein.

3. Completed bids shall be mailed to the address indicated at the top of this page. Only sealed bids received

hard copy will be considered. Faxed or emailed bids are NOT PERMITTED.

4. Please indicate the bid specification number and due date on the outside of your submitted bid mailing

envelope.

5. The City of New Rochelle is a sponsor of the Westchester Affirmative Action Equal Employment

Agreement and encourages all minorities to submit bids. Firms qualified and certified as Minority

Business Enterprises (MBE) and Women Business Enterprises (WBE) are strongly encouraged to submit

bids.

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Instructions, Terms and Conditions, Spec. # 5852

1. Submission of Bids: Each bid must be in a separate sealed envelope, clearly labeled with vendor

name, bid number and due date and addressed to City of New Rochelle, Department of Finance-

Purchasing Office, City Hall, New Rochelle, New York 10801. All bids must be properly signed and

received by the time and date specified in order to be valid.

2. Method of Award: The contract if awarded will be to the lowest responsive/responsible bidder(s) in

part or in whole who meet(s) all the terms of the specifications and is in the best interest of the City of

New Rochelle. The City guarantees no minimum or maximum purchases or contracts as a result of award

of this bid. The City of New Rochelle reserves the right to allow all municipal and not for profit

organizations authorized under the General Municipal Laws of the State of New York, to purchase any

goods and/or services awarded as a result of this bid in accordance with the latest amendments to NYS

GML 100 through 104. However, it is understood that the extension of such contracts are at the

discretion of the vendor and the vendor is only bound to any contract between the City of New Rochelle

and the vendor. Additionally, the City reserves the right to purchase any goods or services included as a

part of this bid from any means legally available to it at any time. The City reserves the right to reject

any and all bids or portion thereof, or any bids that are vague, incomplete or indefinite.

3. Withdrawal of Bids: The submission of the bid proposal shall constitute an irrevocable offer which

shall remain in full force and effect until the bid proposals received by the City are either accepted or

rejected. Proposals may be withdrawn at any time prior to the bid opening.

4. Bid Deposits: Bid deposits, if required, will be returned to unsuccessful bidders after the bid has

been awarded. A successful bidder's deposit will be returned after a written contract has been

executed, or after a performance bond, if required, has been accepted by the City.

5. Bid Format: Bidders are advised to become familiar with all conditions, instructions and

specifications governing this bid. Once the award has been made, failure to have read all the conditions,

instructions and specifications shall not be cause to alter the original bid.

All bids must be priced per unit specified in the bid specifications or on the bid form submitted, and

must be signed and dated. In the event of a discrepancy between the unit price and extension, the unit

price will govern. No exceptions will be allowed with regard to errors made in the computation of a bid.

Purchases by the City of New Rochelle are not subject to any federal, state or local taxes. Do not

include any of these taxes when bidding or invoicing. Exemption certificates will be furnished upon

request.

6. Substitutions: Any deviation from specifications or indicated brand shall be clearly stated and fully

explained by accompanying specification sheets with submitted bid. Samples shall be supplied by the

vendor, at no charge to the City, upon request. The City reserves the right to accept equals approved

by it. If exception to indicated brand is not noted, bidder is required to deliver brand specified.

7. Delivery of Product: All delivery are to be considered inside delivery to locations as specified by

the authorized City agent. All items must be guaranteed against faulty material and workmanship

and delivered as such. Deliveries of incorrect or faulty items will be rejected and returned at

vendors’ expense. Failure to deliver within the specified time maybe cause for cancellation of the

order.

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8. Shipping Terms: Shipping terms will be considered F.O.B. Destination and without charge for

containers, packing, etc., unless specified on the bid and the cost thereof quoted.

9. Payment Terms: The City of New Rochelle shall pay invoices at net 30 days after receipt of invoice

and of material; whichever is later, unless alternate terms are indicated on the bid.

10. ACH Payments: The City is moving toward ACH payments, awarded vendor will be supplied with our

ACH authorization form should you wish to accept payments via this method.

11. Collusion Clause: By submission of this bid, each bidder and each person signing on behalf of any

bidder certified, and in the case of a joint bid, each party thereto as to its own organization, under

penalty of perjury, that to the best of its knowledge and belief:

A. The prices in this bid have been arrived at independently without collusion, consultation,

communication or agreement, for the purpose of restricting competition, as to any matter

relating to such prices with any other bidder or any competitor; and

B. unless otherwise requires by law, the prices which have been quoted in this bid have

not been knowingly disclosed by the bidder prior to the opening, directly or indirectly, to any

other bidder or to any competitor; and

C. no attempt has been made or will be made by the bidder to induce any other person,

partnership or corporation to submit or not to submit a bid for the purpose of restricting

competition.

The bidder certifies that this bid is made without any connection with any other person making a bid for

the same purpose, and is in all respects fair and without collusion or fraud, and that no elected official

or other officer or employee or person whose salary is payable in whole or in part from the city treasury

is directly or indirectly interested therein, or in supplies materials and equipment to which it relates, or

in any portion of the profits thereof.

12. The City of New Rochelle is a sponsor of the Westchester Affirmative Action Equal Employment

Agreement and encourages all minorities to submit bids. Firms qualified and certified as Minority

Business Enterprises (MBE) and Women Business Enterprises (WBE) are strongly encouraged to submit

bids.

13. Iran Divestment Act – By submission of this bid, each bidder and each person signing on behalf of

any bidder certifies, and in the case of a joint bid, each party thereto certifies as to its own organization,

under penalty of perjury, that to the best of its knowledge and belief that each bidder is not on the list

created pursuant to paragraph (b) of subdivision 3 of section 165-a of the state finance law.

14. Cone of Silence – Cone of Silence, means a prohibition on any communication regarding a

particular Request for Proposal (“RFP”), Request for Qualification (“RFQ”) or Request for Bid ("RFB").

Pursuant to State Finance Law §139-j and §139-k, this solicitation includes and imposes certain restrictions

on communications between the City and a Bidder during the procurement process. A Bidder is restricted

from contacting, other than designated staff, from the earliest notice of intent to solicit offers through

final award and approval of the Procurement Contract by the Designated Contracting Officer ("Restricted

Period") unless it is a contact that is included among certain statutory exceptions set forth in State Finance

Law §139-j(3)(a). City employees are required to obtain certain information when contacted during the

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Restricted Period. The designated staff contact is the Deputy Finance Commissioner or his representative,

telephone (914) 654-2353. Bidders responding to this RFB must familiarize themselves with these State

Finance Law requirements and will be expected to affirm that they understand and agree to comply in

their Proposal.

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STATEMENT OF NO BID

RETURN THIS FORM ONLY IF YOU ARE SUBMITTING A "NO BID"

IT IS THE INTENT OF THE CITY OF NEW ROCHELLE TO AFFORD ALL SUPPLIERS AN EQUAL OPPORTUNITY

TO BID ON ALL COMMODITIES, OPERATING SUPPLIES, EQUIPMENT AND/OR SERVICES AS LISTED IN

THIS SPECIFICATION.

In the event your firm declines to bid, kindly advise the City of New Rochelle Department of Finance

Office of Purchasing to that effect by completing and returning this document.

City of New Rochelle Department of Finance Office of Purchasing,

We, the undersigned, have declined to bid on your Request for Quotation/Proposal

Specification No. 5852 Rental of Synthetic Ice-Skating Rink for City Event as detailed herein for the

following reasons:

We do not offer this product/service

We are unable to supply the product/service at this time

We are unable to meet the specifications

We are unable to meet the bond requirements

Other:

We understand that if the no bid letter is not executed and returned our name may be deleted from

the list of qualified bidders for the City of New Rochelle.

COMPANY NAME: ____________________________________________

ADDRESS: ___________________________________________________

TELEPHONE #: _______________________________________________

EMAIL ADDRESS: _____________________________________________

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This page summarizes the opportunity, including an overview and a preview of the attached documents.

Bid Number:	5852
Bid Title:	5852 Rental of Synthetic Ice-Skating Rink for City Event
Category:	*Current Bids & RFPs
Status:	Open

5852 Rental of Synthetic Ice-Skating Rink for City Event

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