SPECIFICATIONS BID2026-216 Ice Skating Rental Services at Greenwood Credit Union City Hall.pdf

Francis M. Gomez Frank J. Picozzi

Purchasing Agent Mayor

City of Warwick Purchasing Division

(Mailing Address)

3275 Post Road

Warwick, Rhode Island 02886

Tel (401) 738-2013

Fax (401) 737-2364

The following notice is to appear on the City of Warwick’s website Thursday, September

18, 2025. The website address is http://www.warwickri.gov/bids.

CITY OF WARWICK

BIDS REQUESTED FOR

Bid2026-216 Ice Skate Rental at Greenwood Credit Union City Hall Plaza

Specifications

Specifications are available in the Purchasing Division, Warwick City Hall, Monday through Friday, 8:30 AM until 4:30 PM on or after Thursday, September 18, 2025. If you received this document from our homepage or from a source other than the City of

Warwick Purchasing Division, please check with our office prior to submitting your bid to ensure that you have a complete package. The Purchasing Division cannot be responsible to provide addenda if we do not have you on record as a plan holder.

Submissions All bids should be submitted with one (1) original and two (2) copies in a sealed envelope

(total of three (3) copies), which should read: YOUR COMPANY NAME plainly marked on the exterior of the envelope as well as “Bid2026-216 Ice Skate Rental Services at

Greenwood Credit Union City Hall Plaza”. No bids will be accepted via Facsimile or email.

Multiple bids by one supplier will not be accepted and will be disqualified. All bids must be sealed. Sealed bids will be received by the Purchasing Division no later than 11:00 AM, Wednesday, October 1, 2025. The bids will be opened publicly commencing at 11:00 AM on the same day at 65 Centerville Road, Meeting Room 2.

Delivery

If delivering in person or sent by delivery service (FedEx/UPS/DHL etc.) use physical address

65 Centerville Road, Warwick, RI 02886, Suite D. If sent via United States Postal Service use mailing address 3275 Post Road Warwick, Rhode Island 02886.

Awards

Awards will be made on the basis of the highest evaluated or responsive bid proposal.

http://www.warwickri.gov/

Questions

Please direct questions related to the bidding process, how to fill out forms, and how to submit a bid (Pages 1-8) to the Purchasing Division.

• Email: bids@warwickri.gov

• Phone: 401-738-2013

Please direct all questions related to the specifications outlined (beginning on page 9) to the issuing department’s subject matter expert:

• Name: Tom Rourke

• Title: Supervisor, Greenwood Credit Union City Hall Plaza

• Phone: 401-921-9630

• Email: Thomas.a.rourke@warwickri.gov

Individuals requesting interpreter services for the hearing impaired must notify the

Purchasing Division at 401-738-2013 at least 48 hours in advance of the bid opening date.

Original Signature on file

Francis M. Gomez

Purchasing Agent mailto:bids@warwickri.gov

PLEASE COMPLETE THIS PAGE & SUBMIT WITH YOUR BID

Acknowledgement of Addendum (if applicable)

Addendum Number Signature of Bidder

COMPANY NAME: _______________________________________

COMPANY ADDRESS: ____________________________________

COMPANY ADDRESS: ____________________________________

BIDDER'S SIGNATURE: __________________________________

BIDDER'S NAME (PRINT): ________________________________

TITLE: ___________________ TEL. NO.: ___________________

EMAIL ADDRESS: _______________________________________*

Email Address to send Purchase Orders: _______________________________

*Please include your email address. Future bids will be emailed, unless otherwise noted.

II. AWARD AND CONTRACT:

The CITY OF WARWICK, acting as duly authorized through its Purchasing

Agent/Finance Director/Mayor, accepts the above bid and hereby enters into a contract with the above party to pay the bid price upon completion of the project or receipt of the goods unless another payment schedule is contained in the specifications. All terms of the specifications, both substantive and procedural, are made terms of this contract.

DATE: ___________________________ ________________________________

Bid2026-216 Purchasing Agent

CERTIFICATION & WARRANT FORM*

This form must be completed and submitted with sealed bid.

Failure to do so will result in automatic rejection.

Any and all bids shall contain a certification and warrant that they comply with all relevant and pertinent statues, laws, ordinances and regulations, in particular, but not limited to Chapter 16-

Conflicts of Interest, of the Code of Ordinances of the City of Warwick. Any proven violation of this warranty and representation by a bidder at the time of the bid or during the course of the contract, included, but not limited to negligent acts, either directly or indirectly through agents and/or sub-contractors, shall render the bidder’s contract terminated and the bidder shall be required to reimburse the City for any and all costs incurred by the City, including reasonable attorney fees, to prosecute and/or enforce this provision.

Signature Date

Company Name

Address

Address

*This form cannot be altered*

NOTICE TO BIDDERS

Bid2026-216 Ice Skate Rental at Greenwood Credit Union City Hall Plaza

The IRS Form W-9 is available on www.warwickri.gov should be completed and submitted with the bid if the bidder falls under IRS requirements to file this form.

All bids should be written in ink or typed. If there is a correction with whiteout, the bidder should initial the change.

Any deviation from the specifications must be noted in writing and attached as part of the bid proposal. The bidder should indicate the item or part with the deviation and indicate how the bid will deviate from specifications.

Bids received prior to the time of the opening will be securely kept, unopened. No responsibility will be attached to an officer or person for the premature opening of a bid not properly addressed and identified.

The opening of bids will be in the order established by the posted agenda and the agenda will continue uninterrupted until completion.

Once an item has been reached and any bids on that item has been opened, no other bids on that item will be accepted and any such bid will be deemed late.

Negligence on the part of the bidder in preparing the proposal confers no rights for the withdrawal of the proposal after it is open.

The contractor will not discriminate against any employee or applicant for employment because of physical or mental handicap for any position for which the employee or applicant is qualified and that in the event of non-compliance the City may declare the contractor in breach and take any necessary legal recourse including termination or cancellation of the contract.

A bidder filing a bid thereby certifies that no officer, agent, or employee of the City has a pecuniary interest in the bid or has participated in contract negotiations on the part of the

City, that the bid is made in good faith without fraud, collusion, or connection of any kind with any other bidder for the same call for bids, and that the bidder is competing solely in his own behalf without connection with, or obligation to, any undisclosed person or firm.

All proposals submitted become the property of the City and will not be returned. If the company intends to submit confidential or proprietary information as part of the proposal, any limits on the use or distribution of that material should be clearly delineated in writing. This information should be submitted in a sealed envelope, clearly labeled confidential and where it should be submitted in the response. Please be advised of the

Freedom of Information Act as it may pertain to your submittal.

The contractor must carry sufficient liability insurance and agree to indemnify the City against all claims of any nature, which might arise as a result of his operations or conduct of work.

Failure to provide adequate insurance coverage within the specified duration of time as set forth is a material breach of contract and grounds for termination of the contract.

The successful bidder must provide the City of Warwick with an original Certificate of

Insurance for General and Worker’s Compensation Liability in a minimum amount of $1 million, naming the City of Warwick as the additional insured and so stated on the certificate with the bid name and bid number. It is the vendor’s responsibility to provide the City of Warwick with an updated Certificate of Insurance upon expiration of the original certificate.

For a bid to be awarded to a corporation, limited liability company or other legal entity, prior to commencing work under the awarded bid, that corporation, company or legal entity may be required to provide to the Purchasing Agent a Certificate of Good

Standing dated no more than thirty (30) days prior to the date upon which the bid approval was made.

If required, the successful bidder will provide Certificate of Good Standing within ten

(10) calendar days after notification or the City reserves the right to rescind said award.

Contract to be held firm for two (2) winter sessions, November 24, 2025 through

March 29, 2026 and November 22, 2026 through March 28, 2027(Dates subject to change). Term contracts may be extended for one (1) additional term upon mutual agreement unless otherwise stated.

The City is exempt from the payment of the Rhode Island Sales Tax under the 1956

General Laws of the State of Rhode Island, 44-18-30, Paragraph I, as amended.

The Purchasing Agent reserves the right to reject any and all bids, to waive any minor deviations or informalities in the bids received, and to accept the bid deemed most favorable to the interest of the City.

The City reserves the right to terminate the contract or any part of the contract in the best interests of the City, upon 30-day notice to the contractor. The City will incur no liability for materials or services not yet ordered if it terminates in the best interests of the City. If the City terminates in the interests of the City after an order for materials or services has been placed, the contractor will be entitled to compensation upon submission of invoices and proper proof of claim, in that proportion which its services and products were satisfactorily rendered or provided, as well as expenses necessarily incurred in the performance of work up to time of termination.

No extra charges for delivery, handling or other services will be honored. All claims for damage in transit will be the responsibility of the successful bidder. Deliveries must be made during normal working hours unless otherwise agreed upon.

All costs directly or indirectly related to the preparation of a response to this solicitation, or any presentation or communication to supplement and/or clarify any response to this solicitation which may be required or requested by the City of Warwick will be the sole responsibility of and will be borne by the respondent.

If the respondent is awarded a contract in accordance with this solicitation and fails or refuses to satisfy fully all of the respondents’ obligations thereunder, the City of

Warwick will be entitled to recover from the respondent any losses, damages or costs incurred by the City as a result of such failure or refusal.

The City reserves the right to award in part or full and to increase or decrease quantities in the best interest of the City.

Any quantity reference in the bid specifications are estimates only, and do not represent a commitment on the part of the City of Warwick to any level of billing activity. It is understood and agreed that the agreement will cover the actual quantities ordered during the contract period.

The City reserves the right to rescind award for non-compliance to bid specifications.

The successful bidder must adhere to all City, State and Federal Laws, where applicable.

The City of Warwick, in addition to soliciting bids in response to this bid, may consult, consider, and make an award for any and all open bid offers for a comparable unit as sought herein at the following websites:

RI State MPA: https://www.ridop.ri.gov/contract-portal/

NASPO: https://www.naspo.org/

MHEC (Massachusetts Higher Education Consortium): https://www.mhec.net/

SOURCEWELL: https://www.sourcewell-mn.gov/

OMNIA OPUS: https://www.omniapartners.com/

GBPC: MAPC (Greater Boston Police Council Collective Purchasing Programs) https://gbpc.org/collective-purchasing/ https://www.ridop.ri.gov/contract-portal/ https://www.naspo.org/ https://www.mhec.net/ https://www.sourcewell-mn.gov/ https://www.omniapartners.com/ https://gbpc.org/collective-purchasing/

(PRICING SHEET MAY NOT BE CONFIDENTIAL)

BID AND CONTRACT FORM

TITLE OF SPECIFICATION: Bid2026-216 Ice Skate Rental Services at Greenwood

Credit Union City Hall Plaza

I. BID:

WHEREAS, the CITY OF WARWICK has duly asked for bids for performance of services and/or supply of goods in accordance with the above-indicated specifications.

The person or entity does irrevocably offer to perform the services and/or furnish the goods in accordance with the specifications, which are hereby incorporated by reference in exchange for the bid price.

This offer will remain open and irrevocable until the CITY OF WARWICK has accepted this bid or another bid on the specifications or abandoned the project.

The bidder agrees that acceptance by the CITY OF WARWICK will transform the bid into a contract. This bid and contract will be secured by Bonds, if required by the specifications.

*Specifications & Pricing sheet as follows*

MANDATORY

Please fill in vendor name on Pricing sheet.

Pricing sheets are scanned in for accuracy.

SPECIFICATIONS FOR BID2026-216 ICE SKATE RENTAL SERVICES AT

GREENWOOD CREDIT UNION CITY HALL PLAZA

The City of Warwick is seeking bids for ice skate rental services at the Greenwood Credit

Union City Hall Plaza, located at 3275 Post Rd, Warwick, RI 02886.

1. Introduction

The City of Warwick invites qualified vendors to submit proposals to provide ice skate rental services at the Greenwood Credit Union City Hall Plaza during the winter season, approximately November 2025 through March 2026 and November 2026 through March

2027. The City is committed to offering a safe, enjoyable, and family-friendly skating experience for residents and visitors.

2. Project Overview

The City will host daily outdoor public skating at Greenwood Credit Union City Hall

Plaza. The selected vendor must provide a turnkey rental operation, be responsible for supplying skates, staffing, maintaining and operating all aspects of on-site skate rentals including equipment, sanitation, and customer service. Vendor must be open during all scheduled general public skating hours. Scheduling will be coordinated with Event

Center Supervisor for any public skating hour deviations.

• Estimated operating schedule (subject to change):

-Start Date: November 24, 2025

-End Date: March 29, 2026

-Expected hours of operation:

Weekdays 12PM–10PM

Saturdays 10AM–10PM

Sundays 11AM- 7PM

Closed on Thanksgiving and Christmas.

Operating hours may vary do to special events

The event center is an outdoor facility. Full on-ice capacity for skaters is 140 patrons during a single session. There may be unforeseen circumstances that may impact operating hours, such as inclement weather. The City of Warwick is not responsible for any compensation or losses to the vendor in these types of events.

The City of Warwick and the vendor will share in the revenue generated from the skate rentals. The bid submission must also include a percentage split between both entities

(see pricing page).

Payment to the City of Warwick must be provided within 30 days from the close of each month. Payment must be accompanied by back up reporting from the vendor maintained system.

The City of Warwick does not guarantee any amount of monies to the awarded vendor.

3. Proposal Requirements

Proposals must include the following information in the bid submission:

1. Company Information

• Company name, address, and primary contact

• Brief history of the company including relevant experience

2. Experience

• Examples of previous ice-skating rental operations or similar event services

3. Operational Plan

• Staffing plan and customer service procedures

• Safety and sanitation protocols

• Equipment maintenance plan (i.e. sharpening)

4. Equipment

• Description of skate inventory (types, sizes, quantities).

5. Financial Proposal

• Proposed rental pricing structure for skate rentals

• Revenue-sharing proposal with the City of Warwick

6. Implementation Timeline

• Proposed schedule for setup and operations based on information provided in

Project Overview

4. Evaluation Criteria

Proposals from contractors who meet or exceed the minimum criteria will be evaluated and rated on the basis of the following comparative criteria. The City reserves the right to ask any bidder to provide additional supporting documentation in order to verify information submitted.

Proposals will be evaluated on a point-based score. Points are awarded up to the maximum indicated:

- Experience and qualifications (20 points)

- Quality and condition of equipment (20 points)

- Operational approach and staffing (15 points)

- Safety and sanitation protocols (20 points)

- Financial proposal and value to the City (25 points)

5. Terms & Conditions

The City of Warwick reserves the right to reject any or all proposals.

The selected vendor will be required to provide proof of insurance, including general liability and workers’ compensation naming the City of Warwick as an additional insured.

A contract will be awarded for the period of two winter sessions November 24, 2025 through March 29, 2026 and November 22, 2026 through March 28, 2027. Term contracts may be extended for one (1) additional term upon mutual agreement unless otherwise stated.

6. Contact Information

Questions regarding this bid must be submitted in writing via email to:

Tom Rourke, Greenwood Credit Union City Hall Plaza Supervisor

Thomas.a.rourke@warwickri.gov 401-921-9630 mailto:Thomas.a.rourke@warwickri.gov

SPECIFICATIONS FOR BID2026-216 ICE SKATE RENTAL SERVICES AT

GREENWOOD CREDIT UNION CITY HALL PLAZA

VENDOR SCORE SHEET

The City will rate each proposal based on a maximum of 100 points. Criteria for selection will include the following:

1. _____ Experience and qualifications (20 points)

2. _____ Quality and condition of equipment (20 points)

3. _____ Operational approach and staffing (15 points)

4. _____ Safety and sanitation protocols (20 points)

5. _____ Financial proposal and value to the City (25 points)

NOTE:

All points indicated are the maximum available. A designated number of representatives from the City will independently rate each proposal based on the criteria outlined herein.

Scores will then be combined and firm(s) selected based on a ranking of the combined average score.

PRICING SHEET MAY NOT BE CONFIDENTIAL

BID2026-216 ICE SKATE RENTAL SERVICES AT GREENWOOD CREDIT

UNION CITY HALL PLAZA

Vendor Name: _________________________________________________________

PERCENTAGE DUE

CITY OF WARWICK VENDOR

Winter Season Year 1

Winter Season Year 2

Please indicate the percentage of skate rental profit for each entity on the above table.

Please use the lines below to provide any additional information, if needed.