Request for Proposals (RFP)
Operation of Temporary Fair on City Property
Purpose
The City of Pelham is seeking proposals from qualified and experienced fair and carnival operators to host a temporary fair on designated City property.
Overview
The City of Pelham intends to partner with an operator to provide a family-friendly fair featuring carnival rides, games, and food vendors. The event must be operated safely, responsibly, and in a manner that reflects positively on the community.
Event Dates & Location
Dates must coincide with the availability of the designated parking lot area and must not conflict with the existing scheduling of the Pelham Civic Complex & Ice Arena.
Reservation of Rights
The City of Pelham reserves the right to cancel the event up to 30 days before the scheduled start date.
Scope of Services
The selected operator will be responsible for:
• Carnival rides and midway attractions
• Food and concession vendors
• Games and entertainment programming
• Security and crowd management
• Cleanup during and after the event
• Waste disposal and sanitation
• Portable restrooms and hand-washing stations
• Lighting and safety standards
• Emergency response coordination
• Parking and traffic management
• Electrical power supply
• Potable water supply
Prohibited Activities
No live animals and/or petting zoo attractions are allowed at any time.
Power and Water Requirements
All power must be provided via a generator. The City will not be responsible for providing a power source. The City will not be responsible for providing a potable water source.
Access to Site
Any vendor, contractor, or developer authorized by the City of Pelham shall be permitted to visit the site at any time during the event related to the ReAMP development project. Any/all fencing needing to be temporarily removed must be communicated to the City before removal. The City will not assume any expenses related to the temporary removal and reinstallation of fencing.
Proposal Requirements
Proposals must include:
• Company profile and qualifications
• Experience operating similar events
• List and description of rides, attractions, and vendors
• Safety plan and maintenance records
• Staffing plan and background check process
• Operational schedule
• Traffic and parking plan
• Security and emergency plan
• Marketing and promotion strategy
• Financial proposal (fee or revenue-sharing model)
Insurance & Legal Requirements
• The selected operator must provide proof of liability insurance.
• The coverage minimum is $2 million plus a $5 million umbrella policy.
• The City of Pelham must be named as an additional insured for the duration of the event.
• Operator must comply with all federal, state, and local laws and amusement ride regulations.
• Proof of workers’ compensation insurance is required.
Evaluation Criteria
Proposals will be evaluated based on:
• Relevant experience and qualifications
• Safety record and operational plan
• Proposed attractions and event quality
• Financial benefit to the City
• References and past performance
Submission Instructions
Sealed proposals will be received by the City Clerk/Treasurer at Pelham City Hall, 3162 Pelham Parkway, Pelham, AL 35124, before Friday, January 30, 2026, at 11:00 a.m. At that time, they will be publicly opened and reviewed in the Administration Conference Room 214 at Pelham City Hall.
Proposals must be submitted in a sealed envelope marked - Sealed Proposal for Fair Operator, January 30, 2026, 11:00 a.m., and should be addressed to City of Pelham, P.O. Box 1419, Pelham, Alabama 35124, Attention: Jonathan Seale, City Clerk/Treasurer. Proposals may be hand-delivered to Pelham City Hall, 3162 Pelham Parkway, Pelham, Alabama 35124.
The City of Pelham is exempt from State and Federal taxes. The City will assume no transportation, handling, or shipping charges unless the charges are included in the submitted bid.
To be considered by the City of Pelham, the successful operator must comply with Alabama Law, including but not limited to Section 41-16-50 et seq. and Section 31-13-1 et seq., Code of Alabama (1975), as amended.
The proposal will be awarded to the operator that meets all specifications listed in the RFP and is deemed by the City of Pelham to be in the best interest of the City.
The City of Pelham reserves the right to reject any/or all proposals, to alter or change specifications, and to waive any informality in awarding this proposal.
The operator shall assume full responsibility for the warranty of all components within these specifications. A statement shall be attached to the proposal setting out the conditions of the warranty.
Terms & Conditions
• The City may reject any or all proposals.
• A successful operator must enter into a service agreement with the City.
• Non-compliance may result in termination of the contract.
• Event cancellation may occur up to 30 days before opening.
