Special events 2026

The contract for the Town of Ramapo's 2026 special events encompasses a comprehensive scope of services to be delivered over a one-year period, with an estimated value ranging from $500,000 to $2 million. It mandates the provision of various event-related activities, including entertainment setups such as giant slides, bounce houses, DJ services, and themed activities at multiple locations across New York State, with specific scheduled dates and locations. Bidders are required to submit firm, all-inclusive prices on prescribed forms, with proposals due by December 4, 2025, at 11:00 AM, in both sealed hard copies and electronic formats (CD, DVD, or flash drive). The procurement emphasizes strict compliance with federal, state, and local laws, with no specific FAR clauses explicitly referenced but general legal adherence incorporated by reference. The selection process prioritizes responsible and responsive bidders based on qualifications, experience, and cost, with the Town reserving rights to waive informalities, reject proposals, or award to other than the lowest bidder if deemed in the best interest. The contract emphasizes diversity and subcontracting goals, requiring 100% participation for minority, women, service-disabled veteran, and disadvantaged owned businesses. Key contractual conditions include mandatory background checks for staff working with children, insurance coverage with the Town as an additional insured, and the submission of sworn statements and statements of exceptions. There are no explicit packaging, marking, or shipping requirements specified; the focus is on proposal submission and compliance. The contract also stipulates that all proposals remain irrevocable for 45 days post-submission, with the contract becoming effective upon formal signing and notarization by the bidder and Town of Ramapo.