Project Information

Bid Title

5832 - On-call Balloon Decoration Services

Issuing Agency

City of New Rochelle

Location

New York

Published Date

Dec 10, 2025

Closing Date

Jan 7, 2026

Government Level

State & Local

Status

Closed

Ref. #

5832

Original Source

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Bid Documents

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Project Description

Bid Number:	5832
Bid Title:	5832 - On-call Balloon Decoration Services
Category:	*Current Bids & RFPs
Status:	Open

Description: The City of New Rochelle (“City”) is soliciting pricing from qualified vendors to provide on-call balloon decoration services for City-sponsored events, ceremonies, and community programs. Vendors must be able to supply all the insurance documents that are required by the City of New Rochelle, listed below. The intent is to establish an on-call agreement with one or more qualified vendors to provide balloon decoration event services as needed throughout the year. Publication Date/Time: 12/10/2025 12:00 PM Closing Date/Time: 1/7/2026 3:00 PM Related Documents: 5832 - On Call Balloon Decoration Services

Attachment Preview

Department of Finance

(914) 654-2069

515 North Avenue

New Rochelle, NY 10801

Edward Ritter

Commissioner

City of New Rochelle

New York

Ivonne Droese-Solomon

Principal Clerk

To: All Prospective Bidders for

On-Call Balloon Decoration Services

Respond to:

CITY OF NEW ROCHELLE

Department of Finance, Purchasing Office

515 North Avenue

New Rochelle, New York 10801

Bid Spec No. 5832

Date posted: 12/10/2025

Date due: 1/7/2026

Note: Bids are due by 3:00 p.m.

Late bids will NOT be accepted!

INSTRUCTION FOR RESPONDING TO THIS BID

Vendors interested in bidding on the referenced items should read the entire document. The vendor must complete all sections

of this document including the VENDOR DATA SECTION and sign where indicated. Your signature identifies your acceptance of

all terms and conditions herein.

All vendors must fill in the prices being requested in the places and formats indicated. All blank spaces in said bid shall be filled

in and no changes shall be made in the phraseology, or in the items, terms and conditions contained therein.

Completed bids shall be mailed to the address indicated at the top of this page. Only received sealed hard copy bids will be

considered. Faxed or emailed bids are not permitted.

Please indicate the bid specification number and due date on the outside of your submitted bid mailing envelope.

The City of New Rochelle is a sponsor of the Westchester Affirmative Action Equal Employment Agreement and encourages all

firms qualified and certified as Minority Business Enterprises (MBE) and Women Business Enterprises (WBE) to submit bids.

1. Submission of Bids: Each bid must be in a separate sealed envelope, clearly labeled with vendor name, bid/spec

number, due date and addressed to City of New Rochelle, Department of Finance - Purchasing Office, City Hall, New

Rochelle, New York 10801. All bids must be properly signed and received by the time and date specified in order to be valid.

2. Method of Award: The contract, if awarded, will be to the lowest responsive/responsible bidder(s) in part or in whole

who meet(s) all the terms of the specifications and is in the best interest of the City of New Rochelle. The City guarantees

no minimum or maximum purchases or contracts as a result of the award of this bid. The City of New Rochelle reserves the

right to allow all municipal and not for profit organizations authorized under the General Municipal Laws of the State of

New York, to purchase any goods and/or services awarded as a result of this bid in accordance with the latest amendments

to NYS GML 100 through 104. However, it is understood that the extension of such contracts is at the discretion of the

vendor and the vendor is only bound to any contract between the City of New Rochelle and the vendor. Additionally, the

City reserves the right to purchase any goods or services included as a part of this bid from any means legally available to it

at any time. The City reserves the right to reject any and all bids or portion thereof, or any bids that are vague,

incomplete or indefinite.

The City reserves the right to award this Request for Bid through either the City of New Rochelle, New Rochelle Corporation

for Local Development or the New Rochelle Industrial Development Agency.

3. Withdrawal of Bids: The submission of the bid proposal shall constitute an irrevocable offer which shall remain in full

force and effect until the bid proposals received by the City are either accepted or rejected. Proposals may be withdrawn

at any time prior to the bid opening.

4. Bid Deposits: Bid deposits, if required, will be returned to unsuccessful bidders after the bid has been awarded. A

successful bidder's deposit will be returned after a written contract has been executed, or after a performance bond, if

required, has been accepted by the City.

5. Bid Format: Bidders are advised to become familiar with all conditions, instructions and specifications governing this

bid. Once the award has been made, failure to have read all the conditions, instructions and specifications shall not be

cause to alter the original bid.

All bids must be priced per unit specified in the bid specifications or on the bid form submitted, and must be signed and

dated. In the event of a discrepancy between the unit price and extension, the unit price will govern. No exceptions will be

allowed with regard to errors made in the computation of a bid.

Purchases by the City of New Rochelle are not subject to any federal, state or local taxes. Do not include any of these

taxes when bidding or invoicing. Exemption certificates will be furnished upon request.

6. Substitutions: Any deviation from specifications or indicated brand shall be clearly stated and fully explained by

accompanying specification sheets with submitted bid. Samples shall be supplied by the vendor, at no charge to the City,

upon request. The City reserves the right to accept equals approved by it. If exception to the indicated brand is not

noted, bidder is required to deliver brand specified.

7. Delivery of Product: All deliveries are to be considered inside delivery to locations as specified by the authorized City

agent. All items must be guaranteed against faulty material and workmanship and delivered as such. Deliveries of

incorrect or faulty items will be rejected and returned at vendors’ expense. Failure to deliver within the specified time

maybe cause for cancellation of the order.

8. Shipping Terms: Shipping terms will be considered F.O.B. Destination and without charge for containers, packing, etc.,

unless specified on the bid and the cost thereof quoted.

9. Payment Terms: The City of New Rochelle shall pay invoices at net 30 days after receipt of invoice and of material;

whichever is later, unless alternate terms are indicated on the bid. Under no circumstances does the City of New Rochelle

make payment prior to completion of scheduled services.

10. ACH Payments: The City is moving toward ACH payments, awarded vendor will be supplied with our ACH authorization

form should you wish to accept payments via this method.

11. The City of New Rochelle is a sponsor of the Westchester Affirmative Action Equal Employment Agreement and

encourages all minorities to submit bids. Firms qualified and certified as Minority Business Enterprises (MBE) and Women

Business Enterprises (WBE) are strongly encouraged to submit bids.

12. Cone of Silence: Cone of Silence, means a prohibition on any communication regarding a particular Request for

Proposal (“RFP”), Request for Qualification (“RFQ”) or Request for Bid ("RFB").

STATEMENT OF NO BID

RETURN THIS FORM ONLY IF YOU ARE SUBMITTING A "NO BID"

It is the intent of the City of New to afford all suppliers an equal opportunity to bid on all commodities, operating

supplies, equipment and/or services as listed in this specification.

In the event your firm declines to bid, kindly advise the City of New Rochelle Department of Finance Office of Purchasing to

that effect by completing and returning this document.

City of New Rochelle Department of Finance Office of Purchasing,

We, the undersigned, have declined to bid on your Request for Quotation/Proposal

Specification No. 5832 On-Call Balloon Decoration Services as detailed herein for the following reasons:

We Do Not Offer This Product/Service

We Are Unable to Supply the Product/Service at This Time

We Are Unable to Meet the Specifications

We Are Unable to Meet the Bond Requirements

Other:

We understand that if the no bid letter is not executed and returned our name may be deleted from the list of qualified

bidders for the

City of New Rochelle.

COMPANY NAME:

____________________________________________

ADDRESS:

____________________________________________

TELEPHONE #:

____________________________________________

EMAIL ADDRESS:

____________________________________________

PURPOSE, SCOPE OF WORK AND BID SUMMARY

Purpose: The City of New Rochelle (“City”) is soliciting pricing from qualified vendors to provide on-call balloon decoration

services for City-sponsored events, ceremonies, and community programs. Vendors must be able to supply all the insurance

documents that are required by the City of New Rochelle, listed below. The intent is to establish an on-call agreement with

one or more qualified vendors to provide balloon decoration event services as needed throughout the year.

Scope of Services:

Services shall include but are not limited to:

• Balloon arches, columns, garlands, centerpieces, and theme décor

• Setup and takedown at designated City venues and events

• Delivery of all materials and equipment

• Coordination with City event staff for scheduling and layout

• Use of environmentally friendly and biodegradable balloons where possible

Vendor shall provide all labor, materials, and transportation necessary for completion of services.

Bid Summary:

Item # Description

Unit of Measure

Unit Price

1

Balloon Arch 20’

each

2

Balloon Arch 30’

each

2

Balloon Columns

per ft

3

Balloon Sculptures

per ft

4

Balloon Garland

per ft

5

Single Ballons

each

6

Center Pieces

each

7

Delivery

8

Set up

9

Removal

All prices must remain firm for a period of one (1) year from the date of award.

Authorized Signature: _________________________________ Title: _________________________________

Company Name:

Company Address:

_______________________________________________________________________

_______________________________________________________________________

Email:

__________________________________ Phone #: _____________________________

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