Ice-Skating Rink Rental

REQUEST FOR BID (RFB)
RFB 7010 for Ice-Skating Rink Rental Services
Released: July 23, 2026
Bid Due: August 13, 2026 at 2:00pm CT (Central)
Submit Bid to:
City of Portland
Attn: Elisa Silva
City Secretary
1900 Billy G. Webb Dr.
Portland, TX 78374
CITY OF PORTLAND, TEXAS
1900 Billy G. Webb Drive
Due Date/Time: Portland, Texas 78374
August 13, 2026 (361)777-4500
2:00 p.m. (CT) www.portlandtx.com

SECTION 1 - NOTICE OF REQUEST FOR BID
A. Introduction
The City of Portland, Texas ("City") hereby issues this Request for Bid ("RFB"). The City is
seeking Bids from firms interested and qualified to provide Ice-Skating Rink Rental Services.
The City intends to enter into a Service Agreement (also referred to herein as a "Contract" or
"Agreement") for these services.
B. General Information
1. The objective of this Request for Bid is to identify and award a contract to the responsive
and responsible bidder whose bid is determined to provide the best value to the City, based
on the evaluation criteria set forth in this solicitation.
2. A copy of this RFB can be obtained upon request from the office of the Purchasing Officer
at City Hall. The RFB and any subsequent addenda can also be downloaded from the City
of Portland's website at http://portlandtx.com/bids.aspx by selecting the link(s) under the
subheading "Related Documents."
3. To request a copy of this RFB via email, the Bidder must send an email request to
sandra.rodriguez@portlandtx.gov.
C. Term
The term of the Contract (Agreement) will be for a 60-day period, after signed by the City
Manager or designee and issuance of a Notice to Proceed, beginning in mid-November 2026
until mid-January, 2027. The contract includes an option to extend the term of the contract
for up to two additional 60-day periods ("Option Periods") beginning the month of November
in 2027 and 2028, provided the parties do so at least 120 days prior to the start of each 60-
day Option Period. The decision to exercise the option to extend the term of the Agreement
is within the sole discretion of the City and is conditioned upon the prior written agreement
of the Contractor and the City Manager.
D. Schedule
1. The following is the schedule of important dates:
ACTIVITY DATE
Request for Bid Release Date July 23, 2026
Deadline for Requests for Clarification (Questions & Inquiries) July 31, 2026 at 3:00pm (CT)
Responses to Requests for Clarification August 4, 2026
Bids Due Deadline / Bids Opening August 13, 2026 at 2:00pm (CT)
Projected Date of Award of Contract (tentative date) August 2026
Anticipated Notice to Proceed based on projected date of award November 2026
2. The City reserves the right to change the schedule of dates above as deemed necessary.
E. Purchasing Officer's Name / Contact Information
Name: Sandra Rodriguez
Phone: 361-777-4576
Email: sandra.rodriguez@portlandtx.gov
City of Portland
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RFB 7010 for Ice-Skating Rink Rental Services

SECTION 2 - INSTRUCTIONS TO BIDDERS
A. Bid Procedures
1. All Bids must be complete, accurate and in the City approved format specified herein.
Bidder must use the attached Bid Pricing Form, Attachment B, in submitting a Bid.
Bidders must furnish pricing for all items shown on the Bid Invitation.
2. Unauthorized modifications of specifications, forms or terms may render Bid invalid.
3. The Bidder shall submit two (2) copies of the completed Bid Pricing Form (Attachment
B)and any other required documentation identified in this RFB, addressed to:
City of Portland
1900 Billy G. Webb Dr.
Portland, TX 78374
Attn: City Secretary
4. The Bid and all the required documentation must be submitted in one sealed envelope
or package bearing the title "SEALED BID - RFB 7010 ICE-SKATING RINK RENTAL
SERVICES" on the outside of the package as well as the Bidder's name, address, and
contact information.
5. Bidder shall comply with any additional instructions regarding submission of Bids
found in this RFB.
6. The deadline for submission of Bids is 2:00 p.m. CT (Central Time) August 13, 2026.
7. Bids must be received, before the date and time specified in this RFB without
exception. Bids received after this deadline will be deemed late, non-responsive and
will not be considered.
8. The City's Purchasing Policy requires that all Bids submitted must remain sealed,
secret, and unopened until the DUE DATE AND TIME specified in this RFB.
9. Sealed Bids may be submitted in person, by U.S. Mail, Special Delivery, or courier
service.
10.Bids submitted directly to the City by facsimile or e-mail will be considered non-
responsive and eliminated from consideration.
11.Bids should not include taxes as the City is tax exempt. The City's Tax Exemption
Certificate will be provided upon request.
12.Should there be any shipping involved in this Bid, shipping shall be FOB Destination
and included in pricing unless specifically listed as a line item on the Bid Pricing form.
13.Any time stated in this RFB is referring to local time which is Central Time, and any
number of days shall be construed as calendar days.
14.The City reserves the right to reject any or all Bids, to waive any non-material
irregularities or informalities in any RFB, and to accept or reject any item or
combination of items.
15.All costs incurred by the Bidder in responding to the RFB shall be borne by the Bidder.
16.Bids will be opened publicly and read aloud on the date and time specified herein in
the City Council Chambers at the Portland City Hall.
City of Portland
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RFB 7010 for Ice-Skating Rink Rental Services

B. Bidder's Minimum Requirements
1. The Bidder must have operated continuously for a minimum of five years as an
established firm in providing Ice-Skating Rink Rental Services as outlined in this RFB.
Bidder must submit documentation with its Bid demonstrating the required years of
experience.
2. Bidder must provide copies of any required licenses and or certifications if any were
referenced in the Scope of Work.
3. The Bidder must not have any outstanding lawsuits nor has the Bidder been involved in
any lawsuits during the last five years that may materially affect its ability to provide the
services described herein. In addition, the Bidder must not be currently involved in
litigation with the City nor has the Bidder been involved in litigation with the City during
the last five years. Provide information on any lawsuits with your Bid that would
materially affect your ability to provide the required services.
4. The Bidder must not have any outstanding regulatory issues nor has the Bidder had any
regulatory issues during the last five years that may materially affect its ability to provide
the services described herein. Provide information on any outstanding regulatory issues
that would materially affect your ability to provide the work with your Bid.
5. Bidders shall also provide a proposed revenue-share percentage for private rink rentals
only. This revenue-share component is intended to serve as a performance incentive for
the operator to support and staff private rental opportunities, provide strong customer
service, and help maximize the success of private rink rentals.
5. Bidder must provide at least three verifiable references for projects completed within the
last five years involving the rental of an outdoor ice-skating rink in similar climate and of
comparable size and scope. Bidder must provide the organization's name, address, a contact
name, title, phone number and email address. Bidder must also provide the effective date
(month/yr.) and a detailed description of the services provided. Information from references
will be used to help determine the extent to which the Bidder is able to provide the
services described herein as well as the level of satisfactory customer service exhibited
by the Bidder.
C. Job Walk:
A. A Job Walk can be arranged by appointment for those who are interested by calling Laura
Jasso at 361-777-4684 prior to submitting their bids.
D. Request for Clarification
1. Any Bidder requiring further clarification of the RFB procedures should submit a Request
for Clarification in writing in the form of questions and or inquiries to the Purchasing
Officer, Sandra Rodriguez, at sandra.rodriguez@portlandtx.gov before 3:00pm (CT) on July
31, 2026. The Bidder should request confirmation via email that the request for
clarification was received or follow up with a phone call, if necessary, to confirm receipt.
The Purchasing Officer can be reached at (361) 777-4576.
2. All Bidders' Requests for Clarification (questions & inquires) and the City's response(s)
can be found on the City's website in the form of an addendum on the specified date.
3. All other City employees do not have the authority to respond for the City regarding this
RFB. Any attempt by a Bidder, that Bidder's officers, employees, or agents to lobby or
influence a vote or recommendation related to the Bidder's Bid submitted in response to
City of Portland
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RFB 7010 for Ice-Skating Rink Rental Services

this RFB, directly or indirectly, through any contact with City Council members or other
City officials between the date this RFB is released to the public and the date a contract
is awarded by the City may result in rejection of the Bidder's Bid at the discretion of the
City Manager or designee.
City of Portland
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RFB 7010 for Ice-Skating Rink Rental Services

SECTION 3 - CONDITIONS GOVERNING PROCUREMENT
A. Procedural and Content Questions
1. During review of this RFB and preparation of the Bid, certain errors, omissions or
ambiguities may be discovered. If so, or if there are doubts or concerns about the
meaning of any part of this RFB, questions should be submitted to the Purchasing
Officer as described in this RFB.
2. An addendum will be issued to address the questions and answers along with any
changes to the documents as a result of these clarifications. The addenda will be
released by close of business on August 04, 2026. Bidders must acknowledge receipt
of all Addenda.
B. Basis for Bid
1. Bidders should carefully examine the entire RFB, any addenda thereto and any related
materials and dates referenced in the RFB. Bidders shall become fully aware of the
specifications and requirements.
2. In the event of discrepancy, immediately notify the City. Failure to notify the City and
give written notice of discrepancies, shall constitute acceptance by the successful
Bidder of existing conditions.
3. All Bidders are responsible for the cost to produce their Bid. Bidders are also
responsible for their Bid's content, timeliness of submission and withdrawal.
4. Only the information contained in this RFB, questions and answers with regard to
inquiries requesting clarification or additional information, addenda hereto and
information supplied by the City in writing through the Purchasing Officer should be
used in the preparation of the Bid.
C. Terms and Conditions
1. With its Bid, the Bidder is committing to the terms and conditions as outlined in the
RFB and the attached Sample Agreement. Bidders are advised to thoroughly review
and familiarize themselves with the City's standard contract terms. Any concerns over
the terms and conditions must be resolved during the initial stage of the procurement
process through the request for clarification and answer process.
D. Exceptions to RFB Specifications
1. Although the specifications in the following sections represent the City's anticipated
needs, there may be instances in which it is in the City's best interest to permit
exceptions to specifications and evaluate alternatives.
2. When allowed exceptions, conditions or qualifications to the provisions of the City's
specifications must be clearly identified as such, together with reasons for taking
exception and submitted as a request for clarification during the Bid process. If the
Bidder does not make clear they would like the City to make an exception during
the Request for Clarification and answer process, the City will assume the Bidder is,
with its Bid, responding to and will meet all the specification and requirements
outlined in this RFB.
City of Portland
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RFB 7010 for Ice-Skating Rink Rental Services

E. Service Agreement
A sample SERVICE AGREEMENT is attached hereto that the successful Bidder will be
required to sign a similar agreement with the exception of certain terms and conditions
which may be modified by the City to conform prior to final execution of the Contract.
F. Use of Subcontractors
The Contractor may use subcontractors for the services specified. When using
subcontractors, however, the Contractor must obtain prior written approval from the City
unless such subcontractors were named and included at the time of Bid. In using
subcontractors, the Contractor shall be responsible for all their acts and omissions to the
same extent as if the subcontractor and its employees were employees of the Contractor.
All requirements, including certifications, licensing and the necessity of providing a COI
(Certificate of Insurance) in advance to the City, are applicable to all subcontractors and
their employees to the same extent as the Contractor and its employees.
G. FORM 1295 "Certificate of Interested Parties"
(Only submitted if chosen to be recommended for award)
Bidder must comply with Government Code Section 2252. 908 and submit Form 1295
"Certificate of Interested Parties" upon notification that Bidder will be recommended for
award. Form 1295 requires disclosure of "interested parties" with respect to entities that
enter contracts with cities. These interested parties include:
1. persons with a "controlling interest" in the entity, which includes:
a. an ownership interest or participating interest in a business entity by virtue of
units, percentage, shares, stock or otherwise that exceeds 10 percent;
b. membership on the board of directors or other governing body of a business entity
of which the board or other governing body is composed of not more than 10
members; or
c. service as an officer of a business entity that has four or fewer officers, or service
as one of the four officers most highly compensated by a business entity that has
more than four officers; or
2. a person who acts as an intermediary and who actively participates in facilitating a
contract or negotiating the contract with a governmental entity or state agency,
including a broker, adviser, attorney or representative of or agent for the business
entity who has a controlling interest or intermediary for the business entity.
Form 1295 must be electronically filed with the Texas Ethics Commission at
https://www.ethics.state.tx.us/whatsnew/elf info form 1295.htm. The form must then be
printed, signed, and filed with the City. For more information, please review the Texas
Ethics Commission Rules at https://www.ethics.state.tx.us/legal/ch46.html.
City of Portland
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RFB 7010 for Ice-Skating Rink Rental Services

H. Insurance Requirements:
1. Contractor's Liability Insurance
a. Contractor must not commence work under this agreement until all insurance
required herein has been obtained and approved by the City.
b. Contractor must furnish the City with one (1) copy of Certificates of Insurance with
applicable policy endorsements showing the following minimum coverage by an
insurance company(s) acceptable to the City. The City must be listed as an additional
insured for the General Liability and Auto Liability policies, and a waiver of
subrogation is required on all applicable policies. Endorsements must be provided
with the Certificate of Insurance. The project name and / or number must be listed
in Description Box of the Certificate of Insurance.
TYPE OF INSURANCE MINIMUM INSURANCE COVERAGE
30-day advance written notice of cancellation, Bodily Injury and Property Damage
non-renewal, material change or Per occurrence - aggregate
termination required on all certificates and
policies.
Commercial General Liability including: $1,000,000 Per Occurrence
1. Commercial Broad Form $2,000,000 Aggregate
2. Premises - Operations
3. Products/ Completed Operations
4. Contractual Liability
5. Independent Contractors
6. Personal Injury- Advertising Injury
AUTO LIABILITY $1,000,000 Combined Single Limit
(including) Owned
Hired and Non-Owned
Rented/Leased
WORKERS' COMPENSATION Statutory and complies with Part
(All States Endorsement if Company is II of this Exhibit.
not domiciled in Texas)
Employer's Liability $500,000 / $500,000 / $500,000
POLLUTION LIABILITY $1,000,000 Per Incident Limit
(Including Cleanup and remediation) $1,000,000 Aggregate
c. In the event of accidents of any kind related to this project, Contractor must furnish
the City with copies of all reports of such accidents within 10 days of the accident.
2. Additional Requirements
a. Applicable for paid employees, Contractor must obtain workers' compensation
coverage through a licensed insurance company. The coverage must be written on a
policy and endorsements approved by the Texas Department of Insurance. The
workers' compensation coverage provided must be in statutory amounts according
to the Texas Department of Insurance, Division of Workers' Compensation. An All States
Endorsement shall be required if Contractor is not domiciled in the State of Texas.
b. Contractor shall obtain and maintain in full force and effect for the duration of this
City of Portland
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Contract or purchase order, and any extension hereof, at Contractor's sole expense,
insurance coverage written on an occurrence basis by companies authorized and
admitted to do business in the State of Texas and with an A.M. Best's rating of no less
than A- VII.
c. Contractor shall be required to submit renewal certificates of insurance throughout
the term of this contract or purchase order and any extensions within 10 days of the
policy expiration dates. All notices under this Exhibit shall be given to City at the
following address:
City of Portland
1900 Billy G. Webb
Portland, TX 78374
d. Contractor agrees that with respect to the above required insurance, all insurance
policies are to contain or be endorsed to contain the following required provisions:
* List the City and its officers, officials, employees, and volunteers, as additional
insureds by endorsement with regard to operations, completed operations and
activities of or on behalf of the named insured performed under contract or
purchase order with the City, with the exception of the workers' compensation
policy.
* Provide for an endorsement that the "other insurance" clause shall not apply to
the City of Portland where the City is an additional insured shown on the policy;
* Workers' compensation and employers' liability policies will provide a waiver of
subrogation in favor of the City; and
* Provide 30 calendar days advance written notice directly to City of any
cancellation, non-renewal, material change or termination in coverage and not
less than ten calendar days advance written notice for nonpayment of premium.
e. Within five calendar days of a cancellation, non-renewal, material change or
termination of coverage, Contractor shall provide a replacement Certificate of
Insurance and applicable endorsements to City. City shall have the option to suspend
Contractor's performance should there be a lapse in coverage at any time during this
contract or purchase order. Failure to provide and to maintain the required insurance
shall constitute a material breach of this contract or purchase order.
f. In addition to any other remedies the City may have upon Contractor's failure to
provide and maintain any insurance or policy endorsements to the extent and within
the time herein required, the City shall have the right to order Contractor to stop work
hereunder, and/or withhold any payment(s) which become due to Contractor
hereunder until Contractor demonstrates compliance with the requirements hereof.
g. Nothing herein contained shall be construed as limiting in any way the extent to which
Contractor may be held responsible for payments of damages to persons or property
resulting from Contractor's performance of the work under this contract or purchase
order.
h. It is agreed that Contractor's insurance shall be deemed primary and non-
contributory with respect to any insurance or self-insurance carried by the City of
Portland for liability arising out of operations under this contract or purchase order.
City of Portland
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RFB 7010 for Ice-Skating Rink Rental Services

i. It is understood and agreed that the insurance required is in addition to and separate
from any other obligation contained in this agreement.
City of Portland
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RFB 7010 for Ice-Skating Rink Rental Services