Balloon_Decor_&_Custom_Event_Installations_for_2026_Doral_5K.pdf

QQ No. 2026-08 Page 1

REQUEST FOR QUOTATION

City of Doral, Florida

The premier City to live, work, invest, learn & play

QQ NO. 2026-08

DATE: TUESDAY, AUGUST 25, 2026

Procurement and Asset Management Department Doral Government Center 8401 NW 53rd Terrace Doral Florida 33166

QUOTE DUE DATE: FRIDAY, SEPTEMBER 4, 2026 AT

2:00 PM, EST

RESPONSES MUST BE SUBMITTED

ELECTRONICALLY TO:

https://secure.procurenow.com/portal/cityofdoral

Release Project Date August 25, 2026

Question Submission Deadline September 1, 2026, 3:00pm

Response Submission Deadline September 4, 2026, 2:00pm

1. INTRODUCTION

1.1. 1.1. Summary

The City of Doral is seeking a qualified and experienced vendor to provide custom balloon décor for the

2026 Doral 5K Run/Walk, taking place on Saturday, September 26, 2026, at Doral Meadow Park. The décor will enhance the overall event atmosphere and create visually engaging elements that complement the event’s bright, sunrise-inspired theme and branding.

The selected vendor will be responsible for producing, delivering, installing, and removing multiple balloon décor elements, including themed balloon installations, marquee letter décor, and balloon columns. Designs should incorporate the Doral 5K color palette and event branding while providing high-quality, photo-ready installations suitable for an outdoor community event.

2. SCOPE OF WORK

https://secure.procurenow.com/portal/%7bproject.government.code%7d

QQ No. 2026-08 Page 2

1.2. 2.1. Delivery address

Freight terms are F.O.B. destination, freight prepared by Seller unless otherwise agreed upon in advance and will be stated on the Purchase Order. Collect shipments will not be accepted.

1.3. 2.2. Specifications

Details of Goods or Services

1.4. 2.3. DORAL 5K Marquee Letters with Balloon Décor

• Provide illuminated marquee letters spelling “DORAL 5K.”

• Overall balloon décor should reach approximately 6 feet in height.

• Incorporate organic balloon arrangements surrounding both sides of the marquee letters.

• Balloon colors should follow the event's sunrise-inspired palette, including shades of yellow, orange, coral, pink, and similar coordinating tones.

• Incorporate specialty balloon elements such as stars and sun-themed balloons.

• Final installation should closely follow the reference concept provided by the City while allowing for vendor recommendations that enhance the overall design.

1.5. 2.4. Sun-Themed Balloon Arch & Photo Opportunity

• Create a large-scale sun-themed balloon arch approximately 10 feet high and 8 feet wide.

• Arch should feature yellow balloon detailing designed to resemble sun rays.

• Include white balloon clusters at the base to create a cloud-inspired appearance.

• Provide an ombré sunrise-style backdrop within the arch using pink, coral/orange, and yellow tones.

• Include “DORAL 5K” lettering across the upper portion of the installation.

• Installation should function as a primary participant photo opportunity and accommodate individuals and small groups.

1.6. 2.5. Balloon Columns

• Provide two (2) balloon columns, approximately 6 feet tall each.

• Columns should incorporate the Doral 5K event color palette.

• Each column should include a sun-shaped balloon topper featuring the Doral 5K logo.

• Vendor shall coordinate with the City regarding the appropriate method and specifications for printing or applying the event logo to the balloon topper.

1.7. 2.6. Doral 5K Printed Photo Opportunity

• Provide and fabricate a freestanding, large-format Doral 5K photo opportunity based on the reference concept provided by the City.

• Proposed installation includes:

o One (1) sunburst backdrop, approximately 60 inches high x 108 inches wide.

QQ No. 2026-08 Page 3 o Two (2) palm tree cutouts, approximately 84 inches high each.

o One (1) sponsored running shoe cutout, approximately 48 inches wide x 24 inches high.

o One (1) Doral 5K sign cutout, approximately 36 inches wide x 18 inches high.

• Graphics should incorporate the approved Doral 5K branding, event colors, sponsor logo(s), and artwork provided or approved by the City.

• All printed elements must be durable, professionally finished, freestanding, and properly secured for outdoor use.

• Vendor shall provide all necessary printing, fabrication, supports, bases, hardware, delivery, installation, and removal.

• This activation may be quoted by vendors that have the capability to provide large-format printing and fabrication services. Vendors may also propose alternative materials or fabrication methods that achieve a similar appearance and durability.

1.8. 2.7. Setup & Breakdown Requirements

The 2026 Doral 5K Run/Walk will take place on Saturday, September 26, 2026, at Doral Meadow

Park. All décor must be fully delivered, installed, secured, and event-ready by 5:30 AM on the day of the event. Vendors should account for the early morning setup timeframe when preparing their quote and staffing requirements.

All installations will be located outdoors on a synthetic turf field. Staking or penetrating the turf is not permitted. The selected vendor must provide all necessary weights, bases, supports, frames, and other appropriate non-invasive anchoring methods to safely secure each installation. Décor should be suitable for outdoor use and secured appropriately for potential wind and normal outdoor conditions.

The selected vendor will be responsible for all labor, transportation, delivery, setup, installation materials, equipment, weights, and removal associated with the proposed décor.

Breakdown may begin after 11:00 AM on Saturday, September 26, 2026. All décor, equipment, materials, and debris must be completely removed from the event site following breakdown, and the area must be left clean and free of vendor materials.

3. MINIMUM INSURANCE REQUIREMENTS

1.9. 3.1. Commercial General Liability

Limits of Liability Bodily Injury & Property Damage Liability

Each Occurrence Policy Aggregate Personal & Advertising Injury Products & Completed Operations

$1,000,000 $2,000,000 $1,000,000 $2,000,000

Endorsements Required City of Doral listed as an additional insured

QQ No. 2026-08 Page 4

1.10. 3.2. Business Automobile Liability

Limits of Liability Bodily Injury & Property Damage Liability Combined Single Limit Any Auto/Owned Autos or Scheduled Autos Including Hired and Non-Owned Autos

Any One Accident $1,000,000

Endorsements Required City of Doral listed as an additional insured

1.11. 3.3. Workers Compensation

Statutory- State of Florida

Employer’s Liability

Limits of Liability

Bodily Injury Caused by an Accident, Each Accident Bodily Injury Caused by Disease, Each Employee Bodily Injury Caused by Disease, Policy Limit

$1,000,000 $1,000,000 $1,000,000

Workers Compensation insurance must be provided for all persons fulfilling this contract, whether employed, contracted, temporary or subcontracted.

4. VENDOR QUESTIONNAIRE

1.12. 1. Certification* I certify that this quote submission is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a quote for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. I agree to abide by all terms and conditions of this request and certify that I am authorized to act on behalf of the bidder/contractor/supplier.

☐ Please confirm

*Response required

1.13. 2. Certificate of Insurance

1.14. 3. Proposed Lead Time for Placed Orders* How long would the order take to complete from PO issuance?

*Response required

1.15. 4. Upload Quote Here* *Response required