QQ Template with Pricing Sheet_05062025.pdf

QQ # 54-26-DL

CARNIVAL SERVICES

SAIL 250

I. PURPOSE

The City of Portsmouth is soliciting quotes from qualified vendors to provide carnival rides for High Street Festival-Sail 250

II. SCOPE OF WORK

We are looking for a carnival company to provide the following four rides as described or equivalent.

Rides should be suitable for ages

1. Double Ferris Wheel

2. Willie the Whale

3. Carousel

4. Wave Thunder

5. Generator (Power distribution & Support equipment)

All equipment must be in good working condition and comply with VOSHA, OSHA and EPA standards.

Only bids received in eVA will be considered, mailed or emailed bids will be excluded from consideration.

1. All rides will be manned by the carnival company from :

a. 10:00 AM – 9:30 PM June 19, 2026 - June 21, 2026, and

b. 10:00 AM – 7:00 PM June 22, 2026

2. All rides are free to the public. No tickets will be needed

3. The selected vendor will supply labor, materials, equipment and services for planning, setup, operation, breakdown, and cleanup of carnival attractions

4. Rides must be set up and completed on Thursday, June 18, 2026

Please refer to Site Map for location of set up

5. Certificates of Insurance and W9’s must be submitted

Quick Quote Posting Date: 05/12/2026 No Pre-Bid Conference

Bid Closing Date and Time: Wednesday, May 20, 2026 @ 1:00 PM

Bid Opening Date and Time: Thursday, May 21, 2026 @ 1:00 PM

Bid Opening will be done by team’s meetings, a link will be provided

All inquiries and questions for information should be directed to Delores Long via email:

longde@portsmouthva.gov or Susan Lambert @lamberts@portsmouthva.gov by May 17, 2026, before 3:00 PM EST. Also cc city_purchasing@portsmouthva.gov. In the subject field of your email place QQ# 54-26-DL Carnival Services @ 801 Crawford Street, Portsmouth VA 23704

ELECTRONIC BIDS ONLY BEING ACCEPTED VIA Eva.Virginia.GOV mailto:longde@portsmouthva.gov mailto:city_purchasing@portsmouthva.gov

Please provide all requested information below:

Business Identification

BUSINESS NAME:

ADDRESS:

CONTACT PERSON:

TITLE:

TELEPHONE NO.:

EMAIL ADDRESS:

REMITTANCE ADDRESS:

PROMPT PAYMENT DISCOUNT: % FOR PAYMENT WITHIN DAYS; NET DAYS

BUSINESS ORGANIZED UNDER

THE STATE LAWS OF:

STATE CORPORATION

COMMISSION IDENTIFICATION

NO.:

DELIVERY (DAYS AFTER

RECEIPT OF ORDER):

Qualifications and References

Type of work performed by this business:

Number of years this business has been in operation:

Business License: Type: Issued:

List at least three state, county, or federal agencies or commercial references that the business contracted with in the past three years for comparable procurement (include contacts and telephone numbers):

A)

B)

C)

M/WBE: Is your business Minority or Woman Owned?

Yes _______ No ________

SWAM Certification Number:

(if applicable)

Authorized Signature

By signing this quote bidder certifies, acknowledges, understands, and agrees to be bound by the conditions set forth in this Solicitation.

Authorized Signature: Date:

Name (Printed): Title:

Email Address: Telephone Number:

PRICE QUOTE

The prices for the following items shall be firm fixed for the duration of this project.

Please refer to the dates & times of required services, all priced items shall be inclusive of this schedule.

CARNIVAL RIDE PRICING

Description Per Location Unit Price Total Price

Double Ferris Wheel

Willie the Whale

Carousel

Wave Thunder

Total Base Bid

*Bid will be awarded by total Base Bid

**Safety Inspections for carnival rides must be submitted with state certification

Amusement Ride Permits in Portsmouth, VA

A permit is needed to bring in amusement rides to Portsmouth, Virginia if they are considered “amusement devices” under city regulations.

The City of Portsmouth Department of Permits and Inspections issues Amusement Device Permits for rides that are not part of a permanent structure. These permits are required for both small mechanical or inflatable rides and larger rides such as circular/flat rides, spectacular rides, and coasters over 30 feet

Key requirements

Application deadline: Submit the Amusement Device Permit Application at least 5 days before the event date

Fees: Vary by ride type (e.g., $35 for small mechanical/inflatable, $55 for circular/flat rides 20', $75 for spectacular rides, $200 for coasters over 30') plus a 2% state levy and possible after-hours/holiday surcharges.

Insurance: You must provide a certificate of insurance or proof of financial responsibility of at least $1,000,000 per occurrence

Inspection: The city will inspect the ride(s) during business hours (M–F, 9 a.m.–4 p.m.) unless you arrange for a private inspector with state certification

Where to apply

Form: The Amusement Device Permit Application is available on the City of Portsmouth’s official website under the Department of Permits and Inspections

Address: 801 Crawford Street, Portsmouth, VA 23704

Why it’s required

Under Portsmouth’s Code of Ordinances and Virginia building code enforcement, amusement devices are regulated to ensure public safety, health, and welfare. This includes rides that are temporary or mobile but are used for public amusement.

If you’re bringing in multiple rides or large equipment, plan for inspections and insurance documentation to avoid delays.

PURCHASE ORDER TERMS, CONDITIONS & INSTRUCTIONS

1. This Purchase Order (P0) is subject to the terms and conditions herein, and any reference or related contract/agreement.

2. Goods or Services delivered must be strictly in accordance with this order and any referenced contract and shall not deviate in any way from the terms, conditions or specifications of this purchase order. Upon receipt, equipment, materials and/or supplies delivered on this order shall be subject to inspection and testing prior to acceptance. If rejected, such goods shall remain the property of the vendor. The vendor shall be responsible for all costs to return rejected goods. Rejected goods not reclaimed by the vendor within 90 days of notification by the City of Portsmouth shall be considered to be abandoned and may be disposed of in compliance with established policies, regulations, or guidelines for such property.

3. Each shipment must include a packing list. The vendor shall cite the P0 Number on all related delivery memoranda, bills of lading, packages, invoices, and/or correspondence. Failure to reference this number may result in delay in payment.

4. TAXES: Upon request, a Virginia Sales and Use Tax Certificate of Exemption, Form ST-12 will be issued.

Deliveries against this P0 must be free of excise or transportation taxes; excise tax exemption registration number 54-6001512 applies.

5. PAYMENT TERMS: In the absence of the other contractual terms, payment shall be due 30 days after receipt of proper invoice. If discount for prompt payment is allowed, the discount period will begin on the date of receipt of proper invoice. Please contact the Bill To Contact on the P0 for any questions regarding the invoice.

6. The vendor may not over ship or make any substitution, change or deviation without written authorization by P0 Change or Modification.

7. All discrepancies will be clearly marked on the delivery receipt, and the Vendor will be notified of discrepancies.

8. Partial orders will be accepted and payment processed at the discretion of the City of Portsmouth.

9. Unless otherwise specified, all unit prices are net prices, and all items will be shipped FOB - Destination, with transportation charges prepaid. No collect shipments will be accepted. If shipment is made by freight or express shipment and charges are authorized, they must be added to invoice.

10. The City of Portsmouth does not discriminate against faith-based organizations in accordance with the

Code of Virginia, 2.2-4343. 1, or against any potential vendor because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

SPECIAL TERMS AND CONDITIONS

III. ADDITIONAL INFORMATION: The City of Portsmouth (the “City”) reserves the right to ask any bidder to submit information missing from its bid, to clarify its bid, and to submit additional information which the City deems desirable.

IV. ADVERTISING: No indication of sales or services to the City will be used in product literature or advertising without the prior, written consent of the City. The Contractor shall not state in any of its advertising or product literature that the City has purchased or uses its products or services without the prior, written consent of the City.

V. AWARD: The City will make the award(s) on a grand total basis to the lowest responsive and responsible bidder. The City in its sole discretion will determine if a bid price is fair and reasonable. The City reserves the right to reject any and all bids in whole or in part, to waive any informality, and to delete items prior to making an award.

VI. AUDIT: The contractor shall retain all books, records, and other documents relative to this contract for five

(5) years after final payment. The agency, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.

VII. BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for (60) days. At the end of the days the bid may be withdrawn at the written request of the bidder. If the bid is not withdrawn it remains in effect until an award is made or the solicitation is canceled.

VIII. BID PRICES: Bid shall be in the form of a firm unit price for each item during the contract period.

IX. eVA ORDERS AND CONTRACTS: The solicitation/contract will result in one purchase order covering the period of June 19, 2026, through June 22, 2026

X. CANCELLATION OF CONTRACT: The City reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 30 days written notice to the contractor. Any contract cancellation notice shall not relieve the contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

XI. QUANTITIES: Quantities set forth in this solicitation are estimates only, and the contractor shall supply bid pricing as shown.

XII. INSPECTION OF JOB SITE: My signature on this solicitation constitutes certification that I have inspected the job site and am aware of the conditions under which the work must be accomplished. Claims, as a result of failure to inspect the job site, will not be considered by the City.

XIII. WORK SITE DAMAGES: Any damage to existing utilities, equipment or finished surfaces resulting from the performance of this contract shall be repaired to the City’s satisfaction at the contractor’s expense.

XIV. PRIME CONTRACTOR RESPONSIBILITIES: The contractor shall be responsible for completely supervising and directing the work under this contract and all subcontractors that he may utilize, using his best skill and attention.

Subcontractors who perform work under this contract shall be responsible to the prime contractor. The contractor agrees that he is as fully responsible for the acts and omissions of his subcontractors and of persons employed by them as he is for the acts and omissions of his own employees. Contractor and Contractor’s employees, subcontractors, and agents shall conduct themselves in a professional and respectful manner. Unprofessional or intimidating behavior toward City staff or other contractors of the City is unacceptable and may result in termination of the Contract.