Skate Rental Government Bids & RFPs

The vendor is required to complete installation of the equipment at least seven (7) days prior to opening to the public, allowing sufficient time for the creation of the ice surface. All equipment is to be removed within five (5) days of closure.

Invoices for services will be submitted to the city in accordance with the contract terms.

The vendor shall provide a repair kit for minor repairs caused by skaters. Major repairs shall be performed by the vendor or vendor representative at no additional cost to the city, assuming proper precautions are taken. Skates that do not pass inspection at the end of each season shall be replaced prior to the following year's opening.

Proposals will be evaluated on qualifications/experience of firm (30 points), proposed ice making/rink design and project schedule (30 points), and pricing/cost (40 points).

Proposals must provide the names, titles, and current contact information for no fewer than three (3) references. The proposing entity's experience and qualifications with regard to designing, installing, and dismantling ice-making equipment during the last 24 months for events of similar size and scope will be evaluated.

The evaluation committee may request a site visit from the submitting entity.

Questions deadline is August 12, 2026.

Failure to comply with any declarative statements (must, shall, will) may result in disqualification. Unauthorized contact with city representatives after solicitation posting may also lead to disqualification.

The ice skating rink must be installed in advance and fully operational for the scheduled season running Saturday, November 28, 2026 through Sunday, January 3, 2027. Installation can start no earlier than Monday, November 9, 2026. Final removal and demobilization should be complete by January 11, 2027.

Payment terms are net 30 days after each delivery of goods and/or services are completed as required or a correct invoice is received, whichever is later.

The contractor warrants that all products supplied are new, quality items free from defects, fit for their intended purpose, and of good material and workmanship. Products are warranted by the contractor or manufacturer for the period stated in Attachment D.

The award will be made to the bidder whose bid is determined to be the best value for the city, based on demonstrated experience (40%), quality of past performance and references (20%), and bid pricing (40%).

Bidders must have operated continuously for a minimum of five years providing ice skating rink rental services and must provide documentation demonstrating this experience. They must also not have any outstanding lawsuits or regulatory issues that could materially affect their ability to provide the services.

In the event of equipment failure or inability to maintain skateable ice, the contractor is allowed up to three consecutive days of non-operation without penalty. Beginning on the fourth day of contractor-controlled downtime, liquidated damages of $500 per day may be assessed.

A job walk can be arranged by appointment for those who are interested by calling Laura Jasso at **** prior to submitting their bids.

Requests for clarification questions and inquiries must be submitted in writing by July 31, 2026, at 3:00 PM CT.

Unauthorized modifications of specifications, forms, or terms may render a bid invalid. Attempting to lobby or influence a vote or recommendation related to the bid may result in rejection.

The submission deadline is July 21, 2026.

A mandatory pre-construction meeting is scheduled for June 23, 2026, at 10:00 am at City of Port Orange, **** City Center Circle, Port Orange, FL **** in the Council Chambers.

Proposals must be received by Wednesday, July 8, 2026, at 2:00 p. m. prevailing time.

Vendors must be qualified and comply with N. J. S. A. 10:5-31 et seq. and N. J. A. C. 17:27 et seq.

Prospective vendors are not required to attend the proposal opening, but those choosing to attend are required to observe social distancing practices.

No proposals shall be accepted after the designated time.