2025 Ride Inspector Fact Sheet.pdf

New York State Department of Agriculture & Markets New York State Fair

Fact Sheet

Contract Title: Ride Inspection Services (SF250125)

Dates of service for this quote: 8/1/25 – 9/5/25 Contract Reporter Posting Dates: 4/1/25 – 4/21/25

Proposal Due Date: 4/22/25 – 3:00PM

Contact & Submittal Information:

Courtney Hoyt, NYS Fair Division NYS Dept. of Agriculture & Markets 581 State Fair Blvd.

Syracuse, NY 13209 Phone: (315) 728-4259 Email: courtney.hoyt@agriculture.ny.gov

Description:

Inspect all rides, conduct a safety meeting with operators, issue operator handbooks, do an overall inspection of the entire midway area, conduct media interviews on safety related matters, presentation on public awareness if required as well as, where requested, the overall inspection of games and concessions for the 2025 New York State Fair. All the aforementioned will be completed prior to the opening of the Fair.

During the Fair daily ride and operator inspections will be performed. Must be available, at a minimum, at all times during the daily operation of all rides.

Incident reports will be completed as necessary and be submitted to the Fair by the end of the day they occur.

Perform electrical source inspections, first aid updates, incident investigations and weekly operator training sessions.

Provide a post-Fair final report and invoice within thirty days of completion of the Fair.

Qualified candidates must have at least twenty (20) years of experience in inspection of rides and midways as an independent inspector and have performed inspections at Fair’s or events that draw at least one million people and have a minimum of 75 rides. Qualified applicants shall also have at least one staff person with a Level 3 Certification from the National Association of Amusement Ride Safety Officials (NAARSO) on-site for the aforementioned duties.

The Fair will provide:

Credentials for the employee(s) performing these duties.

A golf cart for use before and during the Fair. Golf cart will be available by Saturday before start of the annual Fair.

Use of a trailer (RV) with necessary hookups. Trailer to be on site at least five (5) days prior to the first day of the annual Fair.

Quotes:

Your response must include a fully completed quote sheet.

Provide proof of 20 years of experience in inspection of rides and midways as an independent inspector.

Provide proof of inspections performed at Fairs or events that draw at least one million people and have a minimum of 75 rides.

Provide proof of Level 3 Certification from the National Association of Ride Safety Officials (NAARSO).

Records Maintenance, Examination and Retention:

The Contractor shall be required to maintain records and accounts in specific detail to identify expenditures. The Contractor shall maintain a daily written record which contains the name(s) of the officer(s) and employee(s) providing services and the amount of time expended upon such services.

Insurance Requirements:

The Contractor must, prior to the execution of a contract, obtain insurance coverage, from a company licensed to do business in New York State, of $1,000,000.00 showing public liability coverage including property damage, acceptable to the Fair to cover the services, operations and activities carried out by the contractor, its agents, officers and employees while providing the above services.

The certificate of insurance must name the New York State Department of Agriculture and Markets as additional insured.

The Contractor shall be responsible for all damage, loss and injury to or of persons and property due to activities of the contractor, its agents and employees in conjunction with the performance of this contract. Further, the contractor shall indemnify and hold harmless the State of New York, Department of Agriculture and Markets and all persons employed there in from an and all claims, demands, damages, expenses, liability or obligation for damages, loss or injury to or of the premises by the Contractor and its agents, servants, employees and those acting for or on its behalf and such indemnity shall not be limited by reason of any insurance coverage hereinafter provided.

The Contractor must secure compensation for the benefit of and keep insured such employees as are required to be covered by the provisions of the Workers’ Compensation Law of the State of New York. The Contractor must comply with all the provisions of the New York State Labor Laws.

Reservation:

The Department reserves the right to:

reject any or all responses with respect to this request for quotes;

decline to award from this request for quotes;

require clarification from any Responder to assure a full understanding of the responsiveness to the requirements for this request for quotes;

waive or modify minor irregularities in quotes received;

request from Responder additional information deemed necessary to more fully evaluate its quote.

Responders will have (3) business days to respond to the request or may be disqualified;

amend this request for quotes after its release, with appropriate notice;

negotiate with any or all Responder within the request for quote requirements, in the best interests of New

York State.

Summary of Department’s Policy Regarding State Finance Law Sections 139-J & 139-K:

Pursuant to State Finance Law Sections 139-j and 139-k, this solicitation includes and imposes certain restrictions on communications between the Department of Agriculture and Markets and an offeror/bidder during the procurement process. An offeror/bidder is restricted from making contacts from the earliest notice of intent to solicit bids/proposals through final award and approval of the Procurement Contract by the Department, and, if applicable, Office of the State Comptroller (“restricted period”) to other than designated staff unless it is a contact that is included among certain statutory exceptions set forth in State Finance Law Section 139-j(3)(a). Designated staffs, as of the date hereof, are identified in this solicitation. Department employees are also required to obtain certain information when contacted during the restricted period and make a determination of the responsibility of the offeror/bidder pursuant to these two statutes. Certain findings of non-responsibility can result in rejection for contract award and in the event of two findings within a four year period, the offeror/bidder is debarred from obtaining governmental Procurement Contracts. Further information about these requirements can be found in the Department’s Guidelines and on the Office of General Services Website at http://www.ogs.state.ny.us/aboutOgs/regulations/defaultAdvisoryCouncil.html

The Department has designated the following staff members to receive contacts pertaining to this quote:

Contact & Submittal Information:

Courtney Hoyt, NYS Fair Division NYS Dept. of Agriculture & Markets 581 State Fair Blvd.

Syracuse, NY 13209 Phone: (315) 728-4259 Email: courtney.hoyt@agriculture.ny.gov

Payments

Vendor shall provide complete and accurate billing invoices to the NYS Department of Agriculture & Markets, a division of the New York State Fair, in order to receive payments. Billing invoices submitted must contain all information and supporting documentation. Payments for invoices submitted by the Contractor shall only be rendered electronically unless payment by paper check is expressly authorized by the Commissioner, in the Commissioner’s sole discretion, due to extenuating circumstances. Such electronic payment shall be made in accordance with ordinary State procedures and practices. The Contractor shall comply with the State Comptroller’s procedures to authorize electronic payments. Authorization forms are available at the State Comptroller’s website at www.osc.state.ny.us/epay/index.htm, by email at epunit@osc.state.ny.us, or by telephone at 518-474-4032.

Contractor acknowledges that it will not receive payment on any invoices submitted under this Contract if it does not comply with the State Comptroller’s electronic payment procedures, except where the Commissioner has expressly authorized payment by paper check as set forth above.

Invoices must be sent via email to the following address only. Please send all invoices and any backup information to sfinvoice@agriculture.ny.gov.