RFP Seasonal, Novelty Décor & Event Supplies

The City of Fort Worth is requesting proposals for an agreement to supply seasonal, novelty décor, and event supplies on an as-needed basis to multiple City departments under RFP 26-0268, with proposals due October 29, 2026. The City has established a 30% Small Business participation goal; vendors certified as SBEs by a City-approved certifying entity and maintaining a principal place of business in Tarrant, Wise, Johnson, Parker, or Denton County are eligible to compete, with SB utilization weighted at up to 20 evaluation points.

Respondents must demonstrate a minimum of five years of experience providing seasonal, novelty décor, or similar product categories. The scope includes interior and exterior decorations, games, arts and crafts kits, treats and candies, costumes, toys, and prize items—both general and themed for holidays and seasonal events. Vendors must provide written quotes within three business days of request, ship standard orders within seven days of purchase order receipt, and fulfill expedited orders within one business day with additional charges. Deliveries occur Monday through Friday between 8:00 a.m. and 5:00 p.m. to various City locations, excluding all observed City holidays. Pricing must be submitted via Bid Table BT-67DL and include all costs—delivery, fuel, and handling—with no additional charges permitted beyond the quoted price. The vendor must accept returns for damaged or defective products due to manufacturer error or shipping damage.

Evaluation criteria total 100 points: Small Business Utilization (20 points), Catalog Availability/Product Range/Quality (30 points), Responsiveness/Service/Communication (15 points), Delivery and Fulfillment (15 points), Past Performance (10 points), and Cost (10 points). Proposals scoring less than 50% of non-price points will not be considered for award. The vendor must maintain commercial general liability insurance of $1,000,000 per occurrence and $2,000,000 aggregate, automobile liability of $1,000,000, workers' compensation at statutory limits, and professional liability of $1,000,000 per claim and aggregate. The City or vendor may terminate the agreement with 30 days' written notice or immediately upon non-appropriation of funds. All work product and intellectual property rights become the exclusive property of the City.