Request for Proposals - Special Event Rides and Attractions

City of San Carlos
REQUEST FOR PROPOSALS (RFP)
SPECIAL EVENT RIDES AND ATTRACTIONS
RFP Release Date: Thursday, July 30, 2026
Questions regarding this Lauren Burd, Recreation Supervisor
RFP should be directed lburd@cityofsancarlos.org
to: 650-802-4127
Submittals Due: Monday, August 31, 2026 4:00 PM
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TABLE OF CONTENTS
I. Introduction
II. Background
III. Project Description
IV. Vendor Inquiries
V. Schedule
VI. Proposal Requirements
VII. Vendor Selection
VIII. Submission Instructions
IX. Additional Information
ATTACHMENTS
Attachment A - Agreement for Products and Services Template
Attachment B - Proposer Checklist
Attachment C - Cost Proposal Pricing Sheet
Attachment D - Levine Act Disclosure
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I. INTRODUCTION
The City of San Carlos is seeking competitive proposals from qualified firms to provide rides and
inflatables for community events in San Carlos. The Parks and Recreation Department manages a
variety of community events throughout the year and is seeking vendors of various services to work
with on some of these events. Events are held downtown and in community parks.
The selected Consultant(s) will provide carnival-style rides and/or inflatable attractions/jumpers
needed for each event listed in the Scope of Services.
It is the Proposing Firm's responsibility to read the entire RFP and to comply with all requirements
herein.
II. BACKGROUND
Beginning in 2021, San Carlos Parks and Recreation has taken on a more prominent role in hosting
large-scale community events with the goal of encouraging community engagement. These events
include but are not limited to large festivals, parades, food and artisan markets, concerts, and
outdoor movie nights. The goal of this RFP is to identify a vendor who will be able to provide
carnival-style rides and inflatable attractions/jumpers for some of these events.
All dates for relevant events in 2027 are scheduled. Future dates through 2031 are tentatively
scheduled and are included in Section C - Scope of Services.
The goal of the City of San Carlos is to provide consistent, high-quality rides and attractions at a
level that meets the expectations of event attendees and their families. While preference will be
given to vendors capable of providing both carnival-style rides and inflatable attractions, the City
reserves the right to award contracts to multiple vendors if no single vendor is able to meet all
requirements.
III. PROJECT DESCRIPTION
Scope of work for this project includes all aspects of event equipment rental including but
not limited to the following:
1) Reservation of 10 to 15 total rides and attractions for the annual Hometown Days event
representing a mix of both carnival-style and inflatable options
2) Reservation of 3 to 5 total rides and attractions for the annual Night of Holiday Lights event.
3) Delivery, setup, supervision/staffing, and removal of all supplies to the locations provided in
advance of the scheduled events.
4) Consultation with San Carlos Parks and Recreation Department with regard to
recommendations for each event if more/fewer items may be needed in relation to expected
attendance.
IV. VENDOR INQUIRIES
If a Proposer has any questions regarding any part of this RFP, or finds discrepancies in or
omissions from this RFP, the proposer shall submit a written request via email by 5:00 p.m. PST
Friday, August 7, 2026, addressed to Lauren Burd, Recreation Supervisor,
at: lburd@cityofsancarlos.org. Questions received after this date and time may not be
answered.
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The City's responses to questions will be included in an Addendum to this RFP, if necessary, which
will be issued and posted on the City's website on or before Tuesday, August 11, 2026. Only
questions that have been resolved in writing via an RFP Addendum are binding. Oral and
other interpretations or clarifications will be without legal or contractual effect.
V. PROJECT SCHEDULE
The City's target dates for desired project delivery are as follows:
Action Date
Request for Proposals (RFP)
Thursday, July 30, 2026
Released
Tuesday, August 4, 2026 from 11AM-12PM
Virtual Meeting (not mandatory)
LINK: https://cityofsancarlos-org.zoom.us/j/86580293732
Vendor Inquiries Deadline Friday, August 7, 2026
Addendum with City's responses
By Tuesday, August 11, 2026
to Vendor Inquiries (if applicable)
Proposal Due Monday, August 31, 2026 by 4:00 p.m. (PST)
Possible interview with top firms Week of September 7, 2026
Contract Awarded September/October 2026
VI. PROPOSAL REQUIREMENTS
The following information must be included in the bid submission.
All responses to this RFP must be made in accordance with these specifications. Failure to adhere to
any specification may result in rejection of your proposal. Your proposal must include satisfactory
evidence indicating your ability to meet the Scope of Services detailed in this RFP.
Section A - Cover Page
Cover page must include the project name, firm's name, contact person's name, address and phone
number and website
Section B - Statement of Qualifications
1) Information/Background of the Firm
Provide a brief introduction of your firm and address the firm's qualifications and experience
to meet the specifications and requirement of the events, as well as the size of the firm and
the number of years in business.
2) Experience
A list of your experience as it relates to the Scope of Services outlined in this RFP. List
each company/agency separately and include the length of time you gained this
experience. Please include any sample material for similar projects.
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3) References
The names, addresses and phone numbers of at least two (2) business-related references.
Section C - Scope of Services
The Scope of Services is a list of the City's desired services for the Special Events Rides RFP. The
services and items listed are indicated as "Mandatory," "Desired" and "Optional" requirements.
"Mandatory" services are required to efficiently coordinate the event.
"Desired" rides/attractions are items that have been popular with event attendees in previous years.
Proposers are requested to provide an itemized list of services and rides/attractions based upon the
below listed "Mandatory" and "Desired" services/items, noting whether each item is fully compliant with
the request, partially complaint with the request, or will be able to be implemented in future. Proposers
may include items that they would recommend in addition to or in place of the desired list below.
1) Hometown Days: 5/21-23/2027, (future tentative dates: 5/19-21/2028, 5/18-20/2029, 5/17-
19/2030, 5/16-18/2031).
Event hours: 4:00 -8:00 p.m. Friday, 10:00 a.m. - 8:00 p.m. Saturday, 10:00 a.m. - 5:00 p.m.
Sunday
Location: Burton Park, 1000 Chestnut Street, San Carlos
a. Mandatory
i. Item delivery/setup/removal within the required timeline
ii. Generators as needed (electrical preferred)
iii. Ride staff and supervision throughout the event
b. Desired
i. Giant slide (fiberglass/plastic, inflatable, or both)
ii. Rock wall, capacity minimum 4 climbers
iii. 60+ foot inflatable obstacle course
iv. Toddler-friendly inflatable obstacle course
v. Quad bungee jump
vi. Spinning strawberries
vii. Zorb balls
viii. Zip line
ix. Laser tag
x. Swinging pirate ship
2) Night of Holiday Lights: 12/3/2027, (future tentative dates:12/1/2028, 12/7/2029,
12/6/2030,12/5/2031)
Event hours: 5:00 -8:30 p.m.
Location: 600 Block of Laurel Street, San Carlos
a. Mandatory
i. Item delivery/setup/removal within the required timeline
ii. Generators as needed (electrical preferred)
iii. Ride staff and supervision throughout the event
b. Desired
i. Spinning teacups
ii. Large swing
iii. Spinning rockets
iv. Ice skating rink
v. Holiday/winter-themed attractions preferred
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Section D - Project Implementation Plan
The Implementation Plan shall include the following elements:
1) A detailed plan describing the approach to accomplishing the tasks identified in this
RFP. You should include any steps or tasks not included in the Scope of Services Matrix
that you think would positively affect the quality of this event.
2) Company name, business address, and phone number for all subcontractors for this
project. For each subcontractor, indicate the products they may provide and any additional
information on how they are expected to work on the event rentals.
Section E - Cost Proposal Pricing Page (Attachment C)
Responding firms shall provide a detailed cost analysis for the entirety of the contract, including basic
fee structure and break-down of any other charges related to your firm's proposal. Please outline the
costs for a full five years, should the full contract be awarded and executed.
If there are fees based on hourly rates, provide rates for all team members, the expected range of
billable hours, and a "not to exceed" budget.
Section F - Itemized Price List of Products and Services
Please also include an additional full, itemized price list of all products and services that you have to
offer.
VII. VENDOR SELECTION
Selection Criteria In accordance with the Municipal Code, vendor selection shall be on the basis of
demonstrated competence, the professional qualifications necessary for the satisfactory performance of
the services required, and a fair and reasonable price.
Proposals will be evaluated based upon, but not limited to, the following criteria:
Demonstrated understanding of the Scope of Services;
Responsiveness to the RFP;
Experience with similar events;
Quality of the proposal;
Reference checks; and
Cost proposal.
Interviews and demonstrations of the most responsive firms are tentatively scheduled for the week of
September 7, 2026. Please reserve time that week for a possible interview. All Firms selected for
interviews will be notified as quickly as possible.
Non-Obligation
The City retains sole discretion to evaluate submittals and may make an award to the vendor the City
deems to be most responsive to the RFP. Receipt of submittals in response to its request for
qualifications does not obligate the City in any way to engage any vendors and the City reserves the
right to reject any or all submittals, wholly or in part, at any time, without penalty.
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The City shall retain the right to abandon the request for qualifications and selection process at any
time prior to the actual execution of a contract with a vendor, and the City shall bear no financial or
other responsibility in the event of such abandonment. The City reserves the right to negotiate all final
terms and conditions of any agreements entered into.
VIII. SUBMISSION INSTRUCTIONS
Please submit an electronic copy of the proposal signed by the firm's authorized agent by email to
Lauren Burd, lburd@cityofsancarlos.org with the subject, "RFP - Special Event Rides and Attractions"
no later than MONDAY, AUGUST 31 at 4:00 p.m.
The proposal must be received before the specified time. Late proposals will not be considered.
IX. ADDITIONAL INFORMATION
Service Contract
Should the City select a vendor in response to this RFP, an Agreement for Products and Services
Contract (Attachment A) will be required and any modifications to the terms will be determined by the
City. The City is seeking a contract up to 5 years to perform requested services.
Business Registration
Prior to starting any work related to the Agreement, the Contractor and any sub-contractors must obtain
a City of San Carlos business registration. The business registration must be kept in full force and be in
effect during the full term of the contract.
Insurance
Prior to starting any work related to the Agreement, the Contractor must provide the City of San Carlos
with a Certificate of Insurance and all endorsements, naming the City of San Carlos as additional
insured and meet all insurance requirements as outlined in the Agreement for Products and Services.
The certificate must be kept in full force and be in effect during the full term of the contract.
ATTACHMENTS
Attachment A - Agreement for Products and Services Template
Attachment B - Proposer Checklist
Attachment C - Cost Proposal Pricing Sheet
Attachment D - Levine Act Disclosure
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