SPECIAL EVENTS 2026 GOOD ONE.docx

TOWN OF RAMAPO ROCKLAND COUNTY, NEW YORK

* * * BID DOCUMENTS

FOR SPECIAL EVENTS

* * * TOWN BOARD

MICHAEL SPECHT- SUPERVISOR

MICHELLE ANTOSCA, DIRECTOR OF PARKS AND RECREATION MONA MONTAL, DIRECTOR OF PURCHASING

DECEMBER 2025

RFB TOR 43-2025 SPECIAL EVENTS

TABLE OF CONTENTS

PART I

NOTICE TO BIDDERS

1. ADVERTISEMENT

2. RECEIPT OF BIDS

3. PREPARATION OF PROPOSAL

4. DIVISION OF PURCHASE

5. QUALIFICATIONS OF BIDDER

6. ADDENDA AND INTERPRETATIONS

7. FEDERAL AND STATE LAWS AND REGULATIONS

8. AWARD OF CONTRACT

9. OBLIGATION OF BIDDER

10. ACCEPTANCE OF AWARD

PART II SPECIFICATIONS

PART III

BIDDER’S PROPOSAL

SECTION I - PRICE SCHEDULE

PART IV AGREEMENT

PART I NOTICE TO BIDDERS

FOR SPECIAL EVENTS

1. ADVERTISEMENT

NOTICE IS HEREBY GIVEN that sealed proposals will be received by the Town Clerk of the Town of Ramapo, at Ramapo Town Hall, 237 Route 59, Suffern, New York 10901, until DECEMBER 4th, 2025 at 11:00 A.M., at which time and place they will be opened. The proposals shall be for SPECIAL EVENTS, in accordance with specifications as contained in the proposal designated "BID FOR SPECIAL EVENTS.”

Specifications and bid forms may be obtained by visiting “Bidding Opportunities” on the Town of Ramapo web site www.ramapo.org The Town of Ramapo officially distributes bidding documents from the Purchasing Department or through the Hudson Valley Municipal Purchasing Group’s regional bid notification system. Copies of bidding documents obtained from any other source are not considered official copies. Only those vendors who obtain bidding documents from either the Purchasing Department or the regional bid notification system are guaranteed to receive addendum information if such information is issued.

The Town reserves the right to waive any informalities or reject any or all proposals should the best interest of the Town thereby be promoted.

Consistent with federal mandates, bids are solicited from any and all parties, including, but not limited to, minority businesses and enterprises operated and conducted by women.

No bidder may withdraw his/her/its proposal within forty-five

(45) days after the date set for the opening therefor, but may withdraw his/her/its proposal at any time prior to the scheduled date for the opening of proposals.

BY ORDER OF THE TOWN BOARD OF THE TOWN OF RAMAPO, ROCKLAND COUNTY, NEW YORK

Mona Montal Director of Purchasing DECEMBER 2025

2. RECEIPT OF BIDS

(a) The Town of Ramapo, Rockland County, New York, herein called the "Owner", invites proposals on the forms attached hereto. All blanks must be filled in appropriately. Proposals shall be received by the Owner at the Ramapo Town Hall, 237 Route 59, Suffern, New York 10901, until DECEMBER 4th, 2025 at 11:00 A.M., at which time they will opened. The envelopes containing the proposals must be sealed, addressed to the Town Clerk, Town of Ramapo, 237 Route 59, Suffern, New York 10901, and be designated as "BID FOR SPECIAL EVENTS".

(b) The Owner may consider informal any proposal not prepared and submitted in accordance with the provisions hereof. Owner reserves the right to waive any minor informalities in or reject any and all proposals. Any proposal may be withdrawn prior to the scheduled time for the opening of proposals. Any proposal received after the time and date scheduled will not be considered. No bidder may withdraw a proposal within forty-five days (45) after the actual date of the opening thereof.

*** IN ADDITION TO SUBMITTING THE PROPOSAL IN HARD COPY, THE TOWN IS NOW REQUESTING ALL BIDS AND PROPOSALS ALSO BE SUBMITTED IN ELECTRONIC FORMAT. CD/DVD AND OR FLASH DRIVE ***

3. PREPARATION OF PROPOSAL

(a) Proposals must be submitted on the prescribed form. All blank spaces for bid prices must be filled in, in both words and figures, typewritten or in ink, with the unit price for the item or the lump sum, for which the proposal is made. No bid will be accepted which contains any changes, additions, omissions, or erasures.

(b) All proposals must be submitted in sealed envelopes bearing on the outside the name of the bidder, his/her/its address, and the name of the project for which the proposal is submitted. If forwarded by mail, the sealed envelope containing the proposal and marked as directed above must be enclosed in another envelope addressed as specified in Part III hereof, entitled “Bidder’s Proposal”, preferably by Certified Mail.

4. DIVISION OF PURCHASE

The Town reserves the right to award this contract by option, or to group options in order to obtain the best cost advantage.

5. QUALIFICATIONS OF BIDDER

a) Only qualified bidders who have adequate experience, finances, equipment and personnel will be considered in making awards, based upon qualifying data submitted with the bid proposal.

b) The Owner may make such investigations as the Owner deems necessary to determine the ability of the bidder to deliver the products. The bidder shall furnish to the Owner all such information and data for this purpose as the Owner may request. The Owner reserves the right to reject any proposal if the evidence submitted by, or investigation of, such bidder fails to satisfy the Owner that such bidder is properly qualified to carry out the obligations of the Contract and to complete the work described therein. Conditional bid proposals will not be accepted.

6. ADDENDA AND INTERPRETATIONS

No interpretation of the meaning of the Specifications will be made to any bidder orally. Each and every request for interpretation shall be in writing and addressed to the Director of Parks and Recreation. All requests shall be submitted at least five (5) days prior to the date fixed for the opening of proposals. Any and all such interpretations and any supplemental instructions will be in the form of written addenda to the Proposal, which, if issued, will be mailed to all prospective bidders (at the respective addresses furnished for such purpose) not later than three (3) days prior to the date fixed for the opening of proposals. Failure of any bidder to receive any such addendum or interpretation shall not relieve any bidder from any obligation under his/her/its proposal submitted. All addenda so issued shall become part of the Contract Documents.

7. FEDERAL AND STATE LAWS AND REGULATIONS

The Bidder's attention is directed to the fact that all applicable federal, state and municipal laws and rules and regulations shall apply to the Contract throughout, and they are deemed to be included herein the same as though herein written in full.

8. AWARD OF CONTRACT

(a) An award will be made to the lowest responsible and responsive bidder. However, the Owner reserves the right to waive any minor informalities in and reject any or all bid proposals, or to make an award to other than the low bidder or to advertise for new proposals, if, in the opinion of the Town Board, the best interest of the Owner will thereby be promoted.

(b) The amount of items to be purchased or rented as indicated in the Proposal is not guaranteed. The Owner reserves the right to delete any items it deems unnecessary.

(c) Any conditions set forth in the bid proposal will be deemed a counter-offer and will render the bid proposal non-responsive.

(d) The Agreement shall be signed and notarized by the Bidder and returned with the Bidder’s Proposal. Said contract shall not become effective unless and until it has been executed by the Owner.

*** WITH RESPECT TO THE INSURANCE FOR WHICH THE TOWN OF RAMAPO IS DESIGNATED AS AN ADDITIONAL INSURED, THIS INSURANCE WILL BE PRIMARY TO THE TOWN OF RAMAPO***

9. OBLIGATION OF BIDDER

At the time of the opening of bid proposals, each bidder will be presumed to have inspected the site of the proposed work and to have read and to be thoroughly familiar with the plans and Contract Documents (including all Addenda). The failure or omission of any bidder to receive or examine any form, instrument or document, shall in no way relieve any bidder from any obligation with respect to his/her/its proposal.

10. ACCEPTANCE OF AWARD

The Bidder shall submit with this bid proposal an executed copy of the Agreement annexed hereto. The Owner will notify the successful bidder by mail, telefax, or delivery within forty-five

(45) days after the date of opening of the proposals, or any time thereafter before the proposal is withdrawn, of its acceptance of the bid proposal. The undersigned, within seven (7) days after the date of mailing, telefaxing, or delivery of such notice of acceptance, will deliver proof of the insurance required under the Contract. The Owner will return to the successful bidder a copy of a fully executed contract. Said contract shall be effective upon the date it is signed by Owner.

TOWN OF RAMAPO

BIDDER’S PROPOSAL

Opening Date: Time:

Location: Town of Ramapo Town Hall 237 Route 59 Suffern, New York 10901 NOTICE: Bids must be made on this form. In order to avoid "non-responsiveness" there must remain annexed hereto upon submis- sion of the bid all of the Contract Documents together with any and all items required pursuant to the Specifications herein. In addition, one copy of each addendum received by bidder must be annexed hereto upon the submission of this bid.

TO THE TOWN RAMAPO:

A. The undersigned *

C. The undersigned hereby designates the following office as the office for the purpose of receiving any written notice permitted or required to be served upon the Contractor by any provision of the Contract Documents, including, without limitation, Notice of Award of the Contract:

Telephone Number:

* Strike the two inapplicable capacities. If the bidder is a foreign corporation, it must agree to accept service of process as provided herein (see paragraph E).

** This information must be supplied by bidders, corporate and otherwise, and shall include the bidder's telephone number.

D. (Paragraphs "D" and “E” shall bind only those corporate bidders that are not organized and existing under the laws of the State of New York). If the bidder is a foreign corporation, bidder must submit a certificate that it is authorized to do business in the State of New York and in the County of Rockland.

E. The undersigned, a foreign corporation, agrees as follows: That personal service of process in any action, suit or proceeding instituted by the Town against the undersigned on or in connection with this Bid or the Contract may be made by registered special delivery mail addressed to the undersigned at the address referred to hereinabove in paragraph “C” of this Bid, unless a different address within the State of New York be specified below, in which event service as aforesaid may be made only at the address specified below or at such other mailing address within the State of New York as is substituted therefor by the undersigned by notice in writing to the Town.

F. By submission of this bid, the undersigned and each person signing on behalf of the undersigned certify, under penalty of perjury, that:

(1) The prices in this bid have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor;

(2) Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the undersigned and will not knowingly be disclosed by the undersigned prior to opening, directly or indirectly, to any other bidder or to any competitor;

(3) No attempt has been or will be made by the undersigned to induce any other person,

(4) partnership or corporation to submit or not submit a bid for the purpose of restricting competition.

(5) That no officer, agent, or employee of the Owner is personally interested directly or indirectly in the Contract or the compensation to be paid thereunder, and

(6) That no representation, statement or statements, oral or in writing, has induced him to enter into the Contract excepting only those contained in the Contract Documents or made part hereof by its terms.

G. I hereby acknowledge receipt of the following addenda set forth below Addendum No. Date of Receipt

H. It is understood by the undersigned that the quantities set forth in Section "I" (Price Schedule) are solely for the purpose of facilitating the comparison of bidder proposals and that the Contractor's compensation will be computed on the basis of actual quantities of delivered product, whether such actual quantities be more or less than the quantities shown in the schedules.

SECTION I - PRICE SCHEDULE

Bidder must quote a price on every item listed in the Bidder's proposal sheet which it proposes to furnish. ALL PRICES BID MUST BE FIRM i.e., no price adjustments are permitted.

J. Bidder agrees to submit the following attachments with this proposal. Such attachments shall become a part of the con- tract.

(1) Sworn statement as ability to deliver, including experience, technical ability and organization, consisting of

Bidder's failure to submit the attachments required under Paragraph J and the Specifications may render the bid proposal non-responsive.

K. The offer made by the foregoing shall be irrevocable for forty-five (45) days or such greater period after the date on which the Town opens the same as set forth in paragraph 1 of the Invitation to Bid.

L. Vendor does hereby certify that no officer, director or any party holding a controlling interest (defined as five (5%) percent or more, or in the case of a corporation any stockholder owning five (5%) percent or more of the outstanding shares) has been convicted of a crime, excluding Class B and Unclassified Misdemeanors (as defined under the New York State Penal Law and its equivalent in any sister state or under Federal Law).

IN WITNESS WHEREOF, the undersigned has caused this Bid to be signed and delivered as of the date first herein set forth and agrees to perform the work in accordance with the terms and conditions of the Contract and award the same.

Federal I.D. #

Date: ATTEST:

(Legal name of corporation, Individual or Firm and any d/b/a name) By: (Name and Title)

Secretary (Address)

SPECIFICATIONS EVENTS/PRICING

TOWN OF RAMAPO 2026

***STAFF MUST HAVE APPROPRIATE BACKROUND CHECKS TO BE WORKING WITH CHILDREN, SUBMITTED WITH BID***

***IF OFFERING A SUBSTITUTION PLEASE SUBMIT A PICTURE***

1. EARTH DAY/SPRINGFLING AT JTS CENTER-FRIDAY APRIL 17TH 5:30-8PM

21 FT MIN GIANT SLIDE

GIANT BOUNCE HOUSE

FULL DJ SET UP

COTTON CANDY SET-UP FOR 100

· STAFF ON SITE, WITH UNIFORM SHIRT FROM COMPANY

2. Mini Camp location TBD: (local elementary school) Friday, July 24th, 9:00AM-12:30PM RAIN DATE: Monday, July 27th

21 FOOT MINIMUM GIANT SLIDE

21 FOOT MIN LARGE WATER SLIDE LARGE BOUNCE HOUSE

TBD -SEND OPTION FOR ONE MORE ( NOT CATERPILLAR MAZE)

MUSIC SETUP SPEAKERS WITH HOOK UP AVAILABLE/APPROPRIATE MUSIC (NO OFFICAL DJ REQUIRED)

COTTON CANDY (SUPPLIES FOR 150)

POPCORN MACHINE (SUPPLIES FOR 150) GENERATORS FOR BLOW UP

**STAFF FOR EACH BLOW UP TO REMAIN ON SITE WITH UNIFORM SHIRT FROM COMPANY**

3. Mini Camp location TBD: (local elementary school) Friday July 31st, 9:00AM-12:30 RAIN DATE: Monday, August 3rd

21 FOOT MINIMUM GIANT SLIDE

21 FOOT MIN LARGE WATER SLIDE LARGE BOUNCE HOUSE

TBD – SEND OPTION (NOT CATERPILLAR MAZE)

MUSIC SET UP SPEAKERS WITH HOOK UP AVAILABLE FOR APPROPRATE MUSIC ((NO OFFICIAL DJ REQURED) COTTON CANDY (SUPPLIES FOR 150) POPCORN MACHINE (SUPPLIES FOR 150) GENERATORS FOR BLOW UPS

**STAFF FOR EACH BLOW UP TO REMAIN ON SITE WITH UNIFORM SHIRT FROM COMPANY**

4. Camp SCUFFY: Friday, August 7th, OPERATIONAL 9AM-3:00 PM RAIN DATE: MONDAY August 7th LOCATION: Camp Scuffy, 200 Cherry Lane, Airmont, NY

21 FOOT MINIMUM GIANT SLIDE

21 FOOT MINIMUM GIANT WATER SLIDE/OR 25’ SLIP N SLIDE

22’ DUAL LANE WATER SLIDE ADRENALINE RUSH

20 FOOT OBSTACLE COURSE LARGE BOUNCE HOUSE

FULL DJ SETUP

SNO CONE MACHINE (SUPPLIES FOR 450) POPCORN MACHINE (SUPPLIES FOR 450) GENERATORS FOR BLOW UPS

**STAFF FOR EACH BLOW UP TO REMAIN ON SITE WITH UNIFORM SHIRT FROM COMPANY

5. Haunted House: SATURDAY, October 17TH, 12-3PM Location: Joseph T ST. Lawrence Center, 115 Torne Valley Road, Hillburn, NY

21 FOOT MINIMUM GIANT SLIDE ADRRENALINE RUSH

HAUNTED MAZE FULL DJ SET UP INDOOR EVENT

**AT LEAST ONE STAFF TO REMAIN ON-SITE TO MANAGE ANY ISSUES**

6. HOLIDAY PARTY : SATURDAY December 12th 5-8 PM Location: Joseph T. St. Lawrence Center, 115 Torne Valley Road, Hillburn, NY

HOLIDAY THEMED SAND ART (APPROVED EQUAL) FOR 100

21 FT MIN GIANT SLIDE

GIANTNBOUNCE HOUSE

POPCORN SET UP FOR 100

FULL DJ SET UP INDOOR EVENT

** AT LEAST ONE STAFF TO REMAIN ON-SITE TO MANAGE ANY ISSUES**

TOTAL COST IF AWARDED ALL 6 JOBS $

IN WORDS:

PART IV AGREEMENT

by and between a corporation organized under the laws of the State of

, with its principal offices located at hereinafter referred to as the "Contractor" and

TOWN OF RAMAPO, a municipal corporation of the State of New York, with its offices located at 237 Route 59, Suffern, New York, hereinafter referred to as the "Town" or "Owner".

W I T N E S S E T H:

That the Town and the Contractor, for the consideration hereinafter mentioned, agree as follows:

1. SCOPE OF WORK:

The Contractor shall provide to the Town Special Events, in accordance with the proposal submitted by the Contractor.

2. INSURANCE COVERAGE:

The Contractor shall not commence work under this Contract until it has obtained all insurance required under this paragraph and such insurance has been approved by the Town.

a. Compensation Insurance - The Contractor shall take out and maintain during the life of this Contract Workers' Compensation Insurance for its employees to be assigned to the work hereunder.

b. General Liability and Property Damage Insurance - The Contractor shall take out and maintain during the life of this Contract such general liability and property damage insurance as shall protect it from claims for damages for personal injury including accidental death, as well as from claims for property damage which may arise from operations under this Contract. The amounts of such insurance shall be as follows:

It is further understood and agreed that, throughout the performance of the work, your firm agrees to comply with all relevant federal, state and local government laws and further agrees that, throughout the performance of this agreement, your firm agrees to maintain a general liability insurance policy in the amount of at least one million ($1,000,000.00) dollars, which policy shall indicate in the Description of Operations section of the certificate that the Town of Ramapo is included as an additional insured and that the insurance will be primary to the Town of Ramapo.

The certificate of insurance shall provide that in the event that the insurance is cancelled prior ot the expiration date hereof, the issuing insurer shall mail to the Town of Ramapo at least (10) days written notice.

c. Insurance Covering Special Hazards - The following special hazards shall be covered by rider and/or riders to the policy or policies herein elsewhere required to be furnished by the Contractor or by separate policies of insurance in amounts as follows: For Automobiles and Automobile Trucks - Limits shall be the same as required under General Liability Insurance as hereinbefore specified.

d. Defense of Action or Suits - Neither the Town nor any of its officers or agents shall in any manner be answerable or responsible for any loss or damages, or to any part or parts thereof, or to any materials, equipment or other property that may be used therein, or placed upon the ground, during the progress of the work. Neither the Town nor any of its officers or agents shall be in any manner answerable or responsible for any injury done, or damages or compensation required to be paid under any present or future law, to any person or persons whatever, whether employees of the Contractor or otherwise, or for damages to any property, whether belonging to the employees of the Contractor or otherwise, or for damages to any property, whether belonging to the Contractor or others, occurring during or resulting from the work. The Contractor shall properly guard against all injuries and damages. The Contractor shall indemnify and save harmless the Town, its officers, and agents against all such injuries, damages and compensation arising or resulting from causes other than the TOWN's negligence. The Contractor shall, from the commencement of work until completion and acceptance thereof, maintain General Liability Insurance in the amounts hereinbefore stated for the protection of the Contractor and the Town, and shall furnish duplicates of the policies to the Town, stamped by the insurer “Premium Paid.” These policies shall be written by an insurance company or companies approved by the Town.

e. The Contractor shall furnish the Town with satisfactory proof of the insurance required.

3. HOLD HARMLESS PROVISIONS:

The Contractor, in addition to any public liability insurance obtained under this Contract, agrees to save, indemnify and hold harmless the Town of Ramapo and all of its agents, officers, servants and employees, including any consulting engineer of the Town, by reason of any claim against all suits or liability regardless of origin or nature arising out of the project by the Contractor, any Sub-contractor or material man of the Contractor, including all laborers, employees, agents, servants, and officers thereof, whether by violation or statute, law, ordinance, regulation, order or decree or common law liability and whether or not a negligent act or omission is claimed and the Contractor agrees to pay the Town for defending such suit, all costs, expenses and reasonable attorney's fees incurred therein, or at the option of the Town, shall, at the Contractor's own expense, defend any and all such actions.

4. CONVICTION OF A CRIME:

If the Contractor, any officer, director or any party holding a controlling interest (defined as five (5%) percent or more, or in the case of a corporation any stockholder owning five (5%) percent or more of the outstanding shares) is convicted of a crime, excluding Class B and Unclassified Misdemeanors (as defined under the New York State Penal Law and its equivalent in any sister state or under Federal Law) related to the subject matter of this Agreement or if a related or affiliated company, partnership or corporation is convicted of a crime, excluding Class B and Unclassified Misdemeanors (as defined under the New York State Penal Law and its equivalent in any sister state or under Federal Law) related to the subject matter of this Agreement, after this Agreement is fully executed, the Town shall have the right to terminate this Agreement without penalty. An “affiliated company” as used herein means any affiliate which is a partnership, corporation, proprietorship, association or similar entity, an “affiliate” means any individual partnership, corporation, proprietorship, association or other entity (i) in which a fifty (50%) percent or greater ownership interest (as defined below) is directly or indirectly held by the proposer or any of its management personnel (as defined below) or directors, (ii) which directly or indirectly hold fifty (50%) percent or more of the ownership interest in the proposer, (iii) in which an aggregate twenty (20%) percent or greater ownership interest is directly or indirectly held by one or more shareholders (or partners or proprietors, in the case of a partnership or proprietorship) which or who in the aggregate hold a twenty (20%) percent or greater ownership interest in the proposer, or (iv) which, whether by Contract or otherwise, directly or indirectly, controls, is controlled by or is under common control with the proposer. An “ownership interest” means the ownership, whether legally or beneficially, of the stock of or assets employed by a corporation, of a partnership interest in or assets employed by a partnership or of a similar interest in or assets employed by any other entity. “Management personnel” means executive officers and all other persons, whether or not officers or employees, who perform policy-making functions similar to those of executive officers.

IN WITNESS WHEREOF, the parties hereto have caused this instrument to be signed by their corporate officers and have caused their corporate seals to be affixed hereto.

CONTRACTOR

DATE:

By:

Print Name & Title

TOWN OF RAMAPO

DATE:

By: MICHAEL SPECHT

SUPERVISOR

Notary Public

County of Rockland )

On the day of in the year 20 , before me, the undersigned, a Notary Public in and for said State, personally appeared MICHAEL SPECHT, personally known to me or proved to me on the basis of satisfactory evidence to be the individual whose name is subscribed to the within instrument and acknowledged to me that he executed the same in his capacity, and that by his signature on the instrument, the individual, or the person upon behalf of which the individual acted, executed the instrument.

Notary Public