city of aurora QUOTE_-_Tent_and_Table_Rental_for_the_2026_City_of_Aurora_Halloween_Event.pdf

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City of Aurora, IL

QUOTE - TENT AND TABLE RENTAL FOR THE 2026 CITY OF

AURORA HALLOWEEN EVENT

26-104

RELEASE DATE: September 30, 2026

DEADLINE FOR QUESTIONS: October 2, 2026

RESPONSE DEADLINE: October 7, 2026, 11:00 am

Please refer to the project timeline in this document for all important deadlines.

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/aurorail

Request For Quotation #26-104

Title: QUOTE - Tent and Table Rental for the 2026 City of Aurora Halloween Event

Table Of Contents

1. Instructions to Proposers

2. General Information

3. Scope of Work

4. Pricing Table

5. Insurance Provision

6. Vendor Questionnaire

Attachments:

A - 2026 COA Halloween - Wilder Park Tent Map

Instructions to Proposers

The City of Aurora, IL will only accept electronic quotations via the City’s E Procurement System, OpenGov

(https://procurement.opengov.com/portal/aurorail). Bids submitted after the specified time will not be accepted.

Quotations must be submitted in the OpenGov system, no other forms of submission will be accepted.

All inquiries and/or questions pertaining to the provisions and specifications of this bid proposal package shall be submitted in writing through the OpenGov Question/Answer Tab via the City’s E Procurement System. All questions submitted and answers provided shall be electronically distributed to bidders following this solicitation on the City’s E Procurement System. NO questions will be accepted or answered verbally.

The City of Aurora reserves the right at any time and for any reason to cancel this Invitation, to accept or reject any or all quotes or portion thereof or accept an alternate quote. The City reserves the right to waive any immaterial defect in any quote, or technicality, informality or irregularity in the quotes received. The City may seek clarification from any bidder at any time and failure to respond promptly is cause for rejection. The City further reserves the right to select the lowest responsible quote whose offer best responds in quality, fitness and capacity to the requirements of the proposed equipment, work or usage and therefore is in the best interest of the

City.

The Cone of Silence

The Cone of Silence is designed to protect the integrity of the procurement process by shielding it from undue influences.

During the period beginning with the issuance of the solicitation document through the execution of the award document, Bidders/Proposers are prohibited from all communications regarding this solicitation with City staff, City consultants, City agents, City legal counsel, or elected officials.

Any attempt by Bidders/Proposers to influence a member or members of the aforementioned may be grounds to disqualify the Bidders/Proposers from participation in this solicitation.

Exceptions to the Cone of Silence

• Written communications directed to the City’s E Procurement System, OpenGov

• All communications occurring at pre-bid meetings.

• Oral presentations during finalist interviews, negotiation proceedings, or site visits.

• Oral presentations before publicly noticed committee meetings.

• Contractors already on contract with the City to perform services for the City are allowed discussions necessary for the completion of an existing contract.

• Procurement of goods or services for Emergency situations.

General Information

1. Summary and Overview

The City of Aurora is seeking qualified vendors to provide and set up tents and tables for the 2026 Halloween event to be held on Friday, October 30th at Wilder Park & Promenade.

The bidder is to submit a total cost for tent rental, delivery, setup and takedown.

The bidder is expected to fulfill all specifications outlined herein to ensure a successful event.

2. Timeline

Release Date: September 30, 2026

Question Submission Deadline: October 2, 2026, 4:00pm

Response Submission Deadline: October 7, 2026, 11:00am

3. Term for Award

Until project completion.

4. Requirement for Selection

Notification of the quotation selected will be made by the issuance of a purchase order.

The purchase shall result in the issuance of a purchase order. All properly authorized purchases and services of the City shall be evidenced by the issuance of the same. Please be advised that any invoice received by the City not referencing a purchase order number may not be accepted as a valid City obligation.

Payment shall be made for services rendered. The City, after inspection and acceptance, and in consideration of the faithful performance by the Bidder, agrees to pay for the completion of the work embraced in this contract, payment shall be made in accordance with the Illinois Local Government Prompt Payment Act (50 ILCS 505/1, et.seq.)

Time, in connection with any discount offered, will be computed from the date of invoice delivery to the City or from the date a correct invoice is received by the City of Aurora Purchasing Division, if the latter date is later than the date of delivery.

Prices will be considered NET, if no payment discount is shown.

The successful Bidder shall submit invoices via e-mail to: PurchasingDL@aurora.il.us or Mail to the following address:

City of Aurora

Attn: Purchasing Division

44 E. Downer Place

Aurora, IL 60507

The City of Aurora offers electronic funds transfer (EFT) payment to our vendors. EFT is fast, simple, safe and secure and is our preferred method of payment! Please contact the Purchasing Division office for an authorization agreement form.

The City of Aurora reserves the right at any time and for any reason to cancel this Informal Bid, to accept or reject any or all Bids or portion thereof or accept an alternate bid. The City reserves the right to waive any immaterial defect in any bid, or technicality, informality or irregularity in the bids received, and to disregard all nonconforming or conditional bids or counter-proposals. Unless otherwise specified by the bidder or the City, the City reserves the right to hold the best bids for ninety (90) days from the opening date set forth above. The

City may seek clarification from any bidder at any time and failure to respond promptly is cause for rejection. The City further reserves the right to award the bid to the lowest responsible Bidder whose offer best responds in quality, fitness and capacity to the requirements of the proposed work or usage and therefore is in the best interest of the City.

5. Illinois Freedom of Information Act

Illinois Freedom of Information Act. The Contractor acknowledges the requirements of the Illinois Freedom of Information Act (FOIA) and agrees to comply with all requests made by the City of Aurora for public records (as that term is defined by Section 2(c) of FOIA in the undersigned’s possession and to provide the requested public records to the City of Aurora within two (2) business days of the request being made by the

City of Aurora. The undersigned agrees to indemnify and hold harmless the City of Aurora from all claims, costs, penalty, losses and injuries (including but not limited to, attorney’s fees, other professional fees, court costs and/or arbitration or other dispute resolution costs) arising out of or relating to its failure to provide the public records to the City of Aurora under this agreement.

Scope of Work

1. EVENT INFORMATION

The City of Aurora will host a City Hall Department and Division Trick-or-Treat event at Wilder Park and Promenade, 350

North River Street, Aurora, IL. 60506. The event will take place on Friday, October 30th from 3 PM - 5 PM. The bidder is to submit a total cost for tent and table rental, setup and takedown. The bidder is expected to fulfill all specifications outlined herein to ensure a successful event.

2. TENT AND TABLE SPECIFICATIONS

• Fourteen (14) tents with a minimum size of 10’x10’ each OR a maximum of seven (7) tents measuring 10’x20’.

• The City will also consider a mix and match option of both sizes as long as they are able to connect to each other (ie. 10 of the 10'x10' and 2 of the 10'x20')

• Tents shall be commercial-grade, weather-resistant, and suitable for usage in outdoor environments.

• Each tent shall have the capability of being connected to other tents to create a larger conducive space if needed.

• Tent weights must be heavy-duty, concrete so that all tents are able to withstand windy conditions.

• Fourteen (14) 6 ft. rectangular tables total are needed; one (1) table per tent space.

3. EVENT SET UP AND TEAR DOWN

• Location: Wilder Park & Promenade, 350 North River Street, Aurora, IL. 60506 (please review site map attached)

• Event Date: Friday, October 30th from 3 PM - 5 PM

• Set Up o Day Before the Event: Thursday, October 29th from 7:30am - 11:00am; OR o Day of the Event: Friday, October 30th from 7:30am - 11:00am o Please inform the event manager on which day set up will take place.

• Vendor Parking o The selected vendor shall park and unload their vehicle(s) on Wilder Promenade where the tents are to be set up. Please review the attached site map for details.

• Tear Down o The vendor shall return to the event site to tear down the tents and tables on Friday, October 30th from 5:30pm - 8:00pm.

Pricing Table

Please provide a quote with the stated requirements as a minimum; any item proposed as equal shall be fully described so that we may determine if the item proposed is equal to or exceeds the specified item in every detail. No additional charges over base bid price will be accepted without written approval of the Director of

Purchasing.

All bid prices shall be shown as delivered Aurora Destination, Prepaid and Allowed. Do not add state, federal or local taxes. Municipalities are exempt. Exemption Certification Permit No. Illinois E9996-0842-07.

RENTAL OF TENTS AND TABLES FOR OUTDOOR EVENT

Pricing is to include delivery, installation with concrete wights and removal.

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Tent - 10'x10' (including setup and teardown)

14 EA

2 Tent - 10'x20' (including setup and teardown)

7 EA

3 Rectangular table at least 6ft in length

(including setup and teardown)

14 EA

TOTAL

Insurance Provision

INSURANCE REQUIREMENTS

The Contractor, at its own expense, shall secure and maintain in effect throughout the duration of this contract, insurance of the following kinds and limits to cover all locations of the Contractor’s operations.

The Contractor shall furnish Certificates of Insurance to the City before starting or within ten (10) days after the execution of the contract, whichever date is reached first. All insurance policies shall be written with insurance companies approved by the City and licensed to do business in the State of Illinois and having a rating of not less than A IX, according to the latest edition of the A.M. Best Company; and shall include a provision preventing cancellation of the insurance policy unless thirty (30) days prior written notice is given to the City.

This provision shall also be stated on each Certificate of Insurance as: “Should any of the above-described policies be canceled before the expiration date thereof, the issuing company will endeavor to mail ten (10) days written notice to the certificate holder named to the left.”

If requested, the awardee of this proposal will give the City a copy of the insurance policies. The policies must be delivered to the City within two weeks of the request.

The limits of liability for the insurance required shall provide coverage for not less than the following amount, or greater where required by law:

(1) Worker’s Compensation Insurance - Statutory amount.

(2) General Liability Insurance:

(a) $1,000,000 per occurrence and $2,000,000 general aggregate

(b) $500,000 per occurrence for Property Damage

(c) $1,000,000 per occurrence for Personal Injury

(3) Auto Liability Insurance:

(a) Bodily injury with limits not less than $1,000,000

(b) Property damage with limits not less than $500,000

(4) Umbrella excess liability of $1,000,000 per occurrence, $2,000,000 aggregate

The Contractor shall include the City as a primary, non-contributory additional named insured on both General and Auto Liability Insurance policies and indicate said status on any Certificates of Insurance provided to the

City pursuant to this project. The Contractor shall pay all insurance premiums without cost to the City.

Vendor Questionnaire

1. City of Aurora Terms and Conditions Acknowledgement*

Please download the below document, complete, and upload.

• City_of_Aurora_Terms_and_Co...

*Response required

2. Bidder's Certification*

I/We hereby certify that:

A. A complete set of bid papers, as intended, has been received, and that I/We will abide by the contents and/or information received and/or contained herein.

B. I/We have not entered into any collusion or other unethical practices with any person, firm, or employee of the City which would in any way be construed as unethical business practice.

C. I/We have adopted a written sexual harassment policy which is in accordance with the requirements of

Federal, State and local laws, regulations and policies and further certify that I/We are also in compliance with all other equal employment requirements contained in Public Act 87-1257 (effective July 1, 1993) 775 ILCS

5/2-105 (A).

D. As applicable, I/We are in compliance with the most current “Prevailing Rate” of wages for laborers, mechanics and other workers as required by the State of Illinois Department of Labor.

E. I/We operate a drug free environment and drugs are not allowed in the workplace or satellite locations as well as City of Aurora sites in accordance with the Drug Free Workplace Act of January, 1992.

F. The Bidder is not barred from bidding on the Project, or entering into this contract as a result of a violation of either Section 33E-3 or 33E-4 of the Illinois Criminal Code, or any similar offense of “bid rigging” or “bid rotating” of any state or the United States.

G. As applicable, I/We will submit, for all contracts in excess of $25,000.00, a certificate indicating participation in apprenticeship and training programs approved and registered with the United States

Department of Labor.

H. I/We will abide by all other Federal, State and local codes, rules, regulations, ordinances and statutes.

☐ Please confirm

*Response required

3. Bidder's Tax Certification*

The Bidder's Executing Officer, being first duly sworn on oath, deposes and states that all statements made herein are made on behalf of the Bidder, that this despondent is authorized to make them and that the statements contained herein are true and correct.

Bidder deposes, states and certifies that Bidder is not barred from contracting with any unit of local government in the State of Illinois as result of a delinquency in payment of any tax administered by the Illinois Department of Revenue unless Bidder is contesting, in accordance with the procedures established by the appropriate statute, its liability for the tax or the amount of the tax, all as provided for in accordance with 65 ILCS 5/11-

42.1-1.

☐ Please confirm

*Response required

4. Eligibility*

By signing this Proposal, the Proposer hereby certifies that they are not barred from bidding on this Proposal as a result of a violation of Article 33E, Public Bids of the Illinois Criminal Code of 1961, as amended (Illinois

Compiled Statutes, 720 ILCS 5/33E-1).

☐ Please confirm

*Response required