R-2025-285 - 11/6/2025 RESOLUTION NO. R-2025-285
WHEREAS, the City of Round Rock ("City") has duly sought proposals for the rental of
parade balloons for the City of Round Rock events, and for related goods and services; and
WHEREAS, Big Events, Inc. has submitted the proposal determined to provide the best value
to the City considering the price and other evaluation factors included in the request for proposals; and
WHEREAS, the City Council desires to enter into an agreement with Big Events, Inc. for the
rental of parade balloons, Now Therefore
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK,TEXAS,
That the Mayor is hereby authorized and directed to execute on behalf of the City an
Agreement for Rental of Parade Balloons with Big Events, Inc., a copy of same being attached hereto
as Exhibit "A" and incorporated herein.
The City Council hereby finds and declares that written notice of the date, hour, place and
subject of the meeting at which this Resolution was adopted was posted and that such meeting was
open to the public as required by law at all times during which this Resolution and the subject matter
hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act,
Chapter 551, Texas Government Code, as amended.
RESOLVED this 6th day of November, 2025.
CRAA?(MORG,AN, Mayor
City ot Roun ock, Texas
ATT ST:
10
AN FRANKLIN, City Clerk
0112.20252:4920-9598-4756
EXHIBIT
A
CITY OF ROUND ROCK AGREEMENT FOR
RENTAL OF PARADE BALLOONS
WITH
BIG EVENTS,INC.
THE STATE OF TEXAS §
CITY OF ROUND ROCK § KNOW ALL BY THESE PRESENTS:
COUNTY OF WILLIAMSON §
COUNTY OF TRAVIS §
THAT THIS AGREEMENT for the rental of parade balloons for the City of Round Rock
events, and for related goods and services (referred to herein as the "Agreement"), is made and
entered into on this the day of the month of , 2025 by and between the
CITY OF ROUND ROCK, a Texas home-rule municipality, whose offices are located at 221
East Main Street, Round Rock, Texas 78664-5299 (referred to herein as the "City"), and BIG
EVENTS, INC., whose offices are located at 3909 Oceanic Drive, Suite 402, Oceanside, CA
92056 (referred to herein as"Vendor").
RECITALS:
WHEREAS, City desires to rent parade balloons for City events; and
WHEREAS,City issued Request for Proposal ("RFP") for said rental services; and
WHEREAS, based upon the proposals received, City determined the Vendor provides the
best value for the provision of the goods and services set forth herein; and
WHEREAS, the parties desire to enter into this Agreement to set forth in writing their
respective rights,duties,and obligations;
NOW, THEREFORE, WITNESSETH:
That for and in consideration of the mutual promises contained herein and other good and
valuable consideration, the sufficiency and receipt of which are hereby acknowledged, it is
mutually agreed between the parties as follows:
1.0 DEFINITIONS
A. Agreement means the binding legal contract between City and Vendor whereby
City is obligated to buy specified services and Vendor is obligated to provide said services. The
Agreement includes City's RFP No. 25-025-UPDATED dated July 2025 and Vendor's proposal
(attached as Exhibit"A").
4934-5314-6478/ss2
B. City means the City of Round Rock, Williamson and Travis Counties,Texas.
C. Effective Date means the date upon which the binding signatures of both parties
to this Agreement are affixed.
D. Force Majeure means acts of God, strikes, lockouts, or other industrial
disturbances, acts of the public enemy, orders of any kind from the government of the United
States or the State of Texas or any civil or military authority, insurrections, riots, epidemics,
landslides, lightning, earthquakes, fires, hurricanes, storms, floods, restraint of the government
and the people, civil disturbances, explosions, or other causes not reasonably within the control
of the party claiming such inability.
E. Goods mean the specified supplies, materials, commodities,or equipment.
F. Services mean work performed to meet a demand or effort by Vendor to comply
with promised delivery dates, specifications, and technical assistance specified.
G. Vendor means Big Events,Inc., its successors or assigns.
2.0 EFFECTIVE DATE AND TERM
A. This Agreement shall be effective on the date this Agreement has been signed by
each party hereto, and shall remain in full force and effect unless and until it expires by operation
of the term indicated herein,or is terminated.
B. The term of the Agreement shall be sixty (60) months from the Effective Date.
C. City reserves the right to review the relationship with Vendor at any time and may
elect to terminate this Agreement with or without cause or may elect to continue.
3.0 CONTRACT DOCUMENTS AND EXHIBITS
The goods and services which are the subject matter of this Agreement are described in
Exhibit"A" and,together with this Agreement, comprise the Contract Documents.
4.0 SCOPE OF WORK
Vendor shall satisfactorily complete all services described in Vendor's Proposal in
Exhibit "A," attached hereto and incorporated herein, at the request of the City, within the
contract term specified.
This Agreement shall evidence the entire understanding and agreement between the
parties and shall supersede any prior proposals, correspondence or discussions.
2
A change in the Scope of Services or any term of this Agreement, including bonding
requirements, must be negotiated and agreed to in all relevant details, and must be embodied in a
valid supplemental agreement as described herein.
5.0 CONTRACT AMOUNT
In consideration for the deliverables and services related to the deliverables, the City
agrees to pay Vendor and amount not-to-exceed$250,000.00 for the term of this Agreement.
6.0 INVOICES
All invoices shall include, at a minimum,the following information:
A. Name and address of Vendor;
B. Purchase Order Number;
C. Description and quantity of items received or services provided; and
D. Delivery or performance dates.
7.0 NON-APPROPRIATION AND FISCAL FUNDING
This Agreement is a commitment of City's current revenues only. It is understood and
agreed that City shall have the right to terminate this Agreement at the end of any City fiscal year
if the governing body of City does not appropriate funds sufficient to purchase the services as
determined by City's budget for the fiscal year in question. City may effect such termination by
giving Vendor a written notice of termination at the end of its then current fiscal year.
8.0 PROMPT PAYMENT POLICY
In accordance with Chapter 2251, V.T.C.A., Texas Government Code, payment to
Vendor will be made within thirty (30) days of the day on which City receives the performance,
supplies, materials, equipment, and/or deliverables, or within thirty (30) days of the day on
which the performance of services was complete, or within thirty (30) days of the day on which
City receives a correct invoice for the performance and/or deliverables or services, whichever is
later. Vendor may charge interest on an overdue payment at the "rate in effect" on September 1
of the fiscal year in which the payment becomes overdue, in accordance with V.T.C.A., Texas
Government Code, Section 2251.025(b); however, this Policy does not apply to payments made
by City in the event:
A. There is a bona fide dispute between City and Vendor, a contractor, subcontractor
or supplier about the goods delivered or the service performed that cause the
payment to be late;or
3
B. The terms of a federal contract, grant, regulation, or statute prevent City from
making a timely payment with federal funds; or
C. There is a bona fide dispute between Vendor and a subcontractor or between a
subcontractor and its supplier about the goods delivered or the service performed
that causes the payment to be late; or
D. Invoices are not mailed to City in strict accordance with instructions, if any, on
the purchase order or the Agreement or other such contractual agreement.
9.0 GRATUITIES AND BRIBES
City may, by written notice to Vendor, cancel this Agreement without liability to Vendor
if it is determined by City that gratuities or bribes in the form of entertainment, gifts, or
otherwise were offered or given by Vendor or its agents or representatives to any City officer,
employee or elected representative with respect to the performance of this Agreement. In
addition, Vendor may be subject to penalties stated in Title 8 of the Texas Penal Code.
10.0 TAXES
City is exempt from Federal Excise and State Sales Tax; therefore, tax shall not be
included in Vendor's charges.
11.0 ORDERS PLACED WITH ALTERNATE SERVICES PROVIDERS
If Vendor cannot provide the goods as specified, City reserves the right and option to
obtain the products from another supplier or suppliers
12.0 CITY'S REPRESENTATIVE
City hereby designates the following representative authorized to act in its behalf with
regard to this Agreement:
Jenene Jeffries-Uhrig, Manager
Parks and Recreation Department
301 West Bagdad Avenue, Suite 250
Round Rock,Texas 78664
iieffriesr roundrocktexas.gov
(512) 341-3362
13.0 INSURANCE
Vendor shall meet all City of Round Rock Insurance Requirements as set forth at:
https://www.roLindrocktexas.gov/wp-content,lut)loads/ 024/12/CORR-Insurance-08-2024.8 f
4
14.0 RIGHT TO ASSURANCE
Whenever either party to this Agreement, in good faith, has reason to question the other
party's intent to perform hereunder, then demand may be made to the other party for written
assurance of the intent to perform. In the event that no written assurance is given within the
reasonable time specified when demand is made, then and in that event the demanding party may
treat such failure as an anticipatory repudiation of this Agreement.
15.0 DEFAULT
If Vendor abandons or defaults under this Agreement and is a cause of City purchasing
the specified goods elsewhere, Vendor agrees that it may be charged the difference in cost, if
any, and that it will not be considered in the re-advertisement of the service and that it may not
be considered in future bids for the same type of work unless the scope of work is significantly
changed.
Vendor shall be declared in default of this Agreement if it does any of the following:
A. Fails to fully, timely and faithfully perform any of its material obligations
under this Agreement;
B. Fails to provide adequate assurance of performance under the "Right to
Assurance"section herein; or
C. Becomes insolvent or seeks relief under the bankruptcy laws of the United
States.
16.0 TERMINATION AND SUSPENSION
A. City has the right to terminate this Agreement, in whole or in part, for
convenience and without cause,at any time upon thirty (30)days' written notice to Vendor.
B. In the event of any default by Vendor, City has the right to terminate this
Agreement for cause,upon ten(10) days' written notice to Vendor.
C. Vendor has the right to terminate this Agreement only for cause, that being in the
event of a material and substantial breach by City, or by mutual agreement to terminate
evidenced in writing by and between the parties.
D. In the event City terminates under subsections (A) or (B) of this section, the
following shall apply: Upon City's delivery of the referenced notice to Vendor, Vendor shall
discontinue all services in connection with the performance of this Agreement and shall proceed
to cancel promptly all existing orders and contracts insofar as such orders and contracts are
chargeable to this Agreement. Within thirty (30) days after such notice of termination, Vendor
shall submit a statement showing in detail the goods and/or services satisfactorily performed
under this Agreement to the date of termination. City shall then pay Vendor that portion of the
5
charges, if undisputed. The parties agree that Vendor is not entitled to compensation for services
it would have performed under the remaining term of the Agreement except as provided herein.
17.0 INDEMNIFICATION
Vendor shall defend (at the option of City), indemnify, and hold City, its successors,
assigns, officers, employees and elected officials harmless from and against all suits, actions,
legal proceedings, claims, demands, damages, costs, expenses, attorney's fees, and any and all
other costs or fees arising out of, or incident to, concerning or resulting from the fault of Vendor,
or Vendor's agents, employees or subcontractors, in the performance of Vendor's obligations
under this Agreement,no matter how, or to whom, such loss may occur. Nothing herein shall be
deemed to limit the rights of City or Vendor (including, but not limited to the right to seek
contribution)against any third party who may be liable for an indemnified claim.
18.0 COMPLIANCE WITH LAWS,CHARTER AND ORDINANCES
A. Vendor, its agents, employees and subcontractors shall use best efforts to comply
with all applicable federal and state laws, the Charter and Ordinances of the City of Round Rock,
as amended, and with all applicable rules and regulations promulgated by local, state and
national boards,bureaus and agencies.
B. In accordance with Chapter 2271,Texas Government Code,a governmental entity
may not enter into a contract with a company for goods or services unless the contract contains
written verification from the company that it: (1)does not boycott Israel; and(2)will not boycott
Israel and will not boycott Israel during the term of this contract. The signatory executing this
Agreement on behalf of Vendor verifies Vendor does not boycott Israel and will not boycott
Israel during the term of this Agreement.
C. In accordance with Chapter 2274, Texas Government Code, a governmental entity
may not enter into a contract with a company with at least ten (10) full-time employees for a
value of at least One Hundred Thousand and No/100 Dollars ($100,000.00) unless the contract
has a provision verifying that it: (1) does not have a practice, policy, guidance, or directive that
discriminates against a firearm entity or firearm trade association; and (2) will not discriminate
during the term of the contract against a firearm entity or firearm trade association. The signatory
executing this Agreement on behalf of Vendor verifies Vendor does not have a practice, policy,
guidance, or directive that discriminates against a firearm entity or firearm trade association, and
it will not discriminate during the term of this Agreement against a firearm entity or firearm trade
association.
D. In accordance with Chapter 2274,Texas Government Code, a governmental entity
may not enter into a contract with a company with at least ten (10) full-time employees for a
value of at least One Hundred Thousand and No/100 Dollars ($100,000.00) unless the contract
has a provision verifying that it: (1) does not boycott energy companies; and (2) will not boycott
energy companies during the term of this Agreement. The signatory executing this Agreement on
behalf of Vendor verifies Vendor does not boycott energy companies, and it will not boycott
energy companies during the term of this Agreement.
6
19.0 ASSIGNMENT AND DELEGATION
The parties each hereby bind themselves, their successors, assigns and legal
representatives to each other with respect to the terms of this Agreement. Neither party shall
assign, sublet or transfer any interest in this Agreement without prior written authorization of the
other party.
20.0 NOTICES
All notices and other communications in connection with this Agreement shall be in
writing and shall be considered given as follows:
1. When delivered personally to the recipient's address as stated in this Agreement;
or
2. Three (3) days after being deposited in the United States mail, with postage
prepaid to the recipient's address as stated in this Agreement.
Notice to Vendor:
Big Events, Inc.
3909 Oceanic Drive
Suite 402
Oceanside,CA 92056
Notice to City:
City Manager Stephanie L. Sandre, City Attorney
221 East Main Street AND TO: 309 East Main Street
Round Rock, TX 78664 Round Rock, TX 78664
Nothing contained herein shall be construed to restrict the transmission of routine
communications between representatives of City and Vendor.
21.0 APPLICABLE LAW; ENFORCEMENT AND VENUE
This Agreement shall be enforceable in Round Rock, Texas, and if legal action is
necessary by either party with respect to the enforcement of any or all of the terms or conditions
herein, exclusive venue for same shall lie in Williamson County, Texas. This Agreement shall be
governed by and construed in accordance with the laws and court decisions of the State of Texas.
22.0 EXCLUSIVE AGREEMENT
This document, and all appended documents, constitutes the entire Agreement between
Vendor and City. This Agreement may only be amended or supplemented by mutual agreement
of the parties hereto in writing, duly authorized by action of the City Manager or City Council.
7
23.0 DISPUTE RESOLUTION
City and Vendor hereby expressly agree that no claims or disputes between the parties
arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration
proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9
USC Section 1-14) or any applicable state arbitration statute.
24.0 SEVERABILITY
The invalidity, illegality, or unenforceability of any provision of this Agreement or the
occurrence of any event rendering any portion or provision of this Agreement void shall in no
way affect the validity or enforceability of any other portion or provision of this Agreement. Any
void provision shall be deemed severed from this Agreement, and the balance of this Agreement
shall be construed and enforced as if this Agreement did not contain the particular portion or
provision held to be void. The parties further agree to amend this Agreement to replace any
stricken provision with a valid provision that comes as close as possible to the intent of the
stricken provision. The provisions of this section shall not prevent this entire Agreement from
being void should a provision which is of the essence of this Agreement be determined void.
25.0 MISCELLANEOUS PROVISIONS
Standard of Care. Vendor represents that it employs trained, experienced and
competent persons to perform all of the services, responsibilities and duties specified herein and
that such services, responsibilities and duties shall be performed in a manner according to
generally accepted industry practices.
Time is of the Essence. Vendor understands and agrees that time is of the essence and
that any failure of Vendor to fulfill obligations for each portion of this Agreement within the
agreed timeframes will constitute a material breach of this Agreement. Vendor shall be fully
responsible for its delays or for failures to use best efforts in accordance with the terms of this
Agreement. Where damage is caused to City due to Vendor's failure to perform in these
circumstances, City may pursue any remedy available without waiver of any of City's additional
legal rights or remedies.
Force Majeure. Neither City nor Vendor shall be deemed in violation of this Agreement
if it is prevented from performing any of its obligations hereunder by reasons for which it is not
responsible as defined herein. However,notice of such impediment or delay in performance must
be timely given and all reasonable efforts undertaken to mitigate its effects.
Multiple Counterparts. This Agreement may be executed in multiple counterparts, any
one of which shall be considered an original of this document; and all of which, when taken
together, shall constitute one and the same instrument.
8
IN WITNESS WHEREOF, City and Vendor have executed this Agreement on the dates
indicated.
City of Round Rock,Texas Big Ev ,Inc.
By: By:
Printed Name: Printed Name:
Title: Title:
Date Signed: Date Signed: Q 2r
Attest:
By:
Ann Franklin, City Clerk
For Cit., Approved as to Form:
By:
Stephanie L. Sandre,City Attorney
Exhibit "A"
ROUND ROCK TEXAS
PORCHASMG DIVISION
City of Round Rock, Texas
Purchasing Division
221 East Main Street
Round Rock, Texas 78664-5299
www.i-oundrocktexas.gov
REQUEST FOR PROPOSAL (RFP)
INFLATABLE PARADE BALLOON RENTAL
SOLICITATION NUMBER 25-025-UPDATED
JULY 2025
City of Round Rock Exhibit "A"
Inflatable Parade Balloon Rental
RFP No.25-025-UPDATED
Commodity Code 037-34
July 2025
INFLATABLE PARADE BALLOON RENTAL
PART
GENERAL REQUIREMENTS
1. PURPOSE AND BACKGROUND: The City of Round Rock, herein after"the City" is seeking proposals from
qualified vendors to provide professional services related to the rental, inflation, and operation of inflatable
parade balloons for citywide events and holiday parades. These balloons are a central feature of annual
celebrations and are expected to contribute to the festive and safe atmosphere of public events.
The City is setting a not-to-exceed cost of$50,000 per year for the term of contract.
2. SOLICITATION PACKET: This solicitation packet is comprised of the following:
Description Index
Part I—Genera! Requirements Page(s) 2-4
Part it —Definitions, Standard Terms and Conditions,
Page 5
and Insurance Requirements
Part III—Supplemental Terms and Conditions Page(s) 6-8
Part IV—Scope of Work Page 9-10
Part V—Proposal Preparation Instructions and Evaluation Factors Page 11
Attachment A-Proposal Submittal Form Separate Attachment
Attachment B—Reference Sheet Separate Attachment
Attachment C- Insurance Instructions Separate Attachment
3. SCHEDULE OF EVENTS: It is the City's intention to follow the solicitation timeline below.
EVENT DATE
Solicitation released July 30, 2025
Deadline for submission of questions August 13, 2025 @ 5:00 PM, CST
City responses to questions or adderdums Approximately August 15, 2025 @ 5:00 PM,
CST
Deadline for submission of responses August 29,2025 @ 3:00 PM, CST
All questions regarding the solicitation shall be submitted through Bonfire in writing by 5:00 PPA, CST on the
due date noted above. A copy of all questions submitted and the City's response to the questions shall be
posted on the City's webpage in the form of an addendum at:
htti)s liroundrocktexas.bonfirehub.com
The City reserves the right to modify these dates. Notice of date change will be posted to the City's website.
https:l/roundrocktexas.bonfirehub.com
4. SOLICITATION UPDATES: Respondents shall be responsible for monitoring the City's website at
https:l/roundrocktexas.bonfirehub.com for any updates pertaining to the solicitation described herein.Various
Page 2 of 13
City of Round Rock Exhibit "A"
Inflatable Parade Balloon Rental
RFP No. 25-025-UPDATED
Commodity Code 037-34
July 2025
updates may nclude addendums, cancellations, notifications, and any other pertinent information necessary
for the submission of a correct and accurate response. The City will not be held responsible for any further
communication beyond updating the website.
5. RESPONSE DUE DATE: Appropriately submitted responses are due at or before 3:00 PM, on the due date
noted in PART I, Section 3—Schedule of Events. The Offeror shall respond via the City's electronic bidding
platform, Bonfire: https://rouncirocktexas.bonfirehub.com
A. This request for proposal (RFP) does not commit the City to contract for any supply or service.
B. No paper or submittals outside of Bonfire will be accepted by the City.
C. Responses cannot be altered or amended after digital opening.
D. No response can be withdrawn after opening without written approval from the City for an acceptable
reason.
E. The City will not be bound by any oral statement or offer made contrary to the written specifications.
F. Samples and/or copies shall be provided at the Respondent's expense and shall become the property of
the City.
G. Late responses will not be considered.
6. CERTIFICATE OF INTERESTED PARTIES: Section 2252.908 of the Texas Government Code requires the
successful offeror to complete a Form 1295"Certificate of Interested Parties"that is signed for a contract
award requiring council authorization. The"Certificate of Interested Parties'form must be completed on the
Texas Ethics Commission website, printed, signed, and submitted to the City by the authorized agent of the
Business Entity with acknowledgment that disclosure is made under oath and under penalty of perjury prior to
final contract execution. Link to Texas Ethics Commission Webpage:
https:/Imvw.ethi cs.state,tx.0 slfil inainfo/1295!
7. EX PARTE COMMUNICATION: Please note that to insure the proper and fair evaluation of an offer, the City
of Round Rock prohibits ex parte communication (e.g., unsolicited)initiated by the Offeror to the City Official,
Employee, City Consultant,or Evaluation Team member evaluating or considering the offers prior to the time
an award decision has been confirmed. Communication between an Offeror and the City will be initiated by
the appropriate City Official or Employee in order to obtain information or clarification needed to develop a
proper and accurate evaluation of the offer. Ex parte communication may be grounds for disqualifying the
offending Offeror from consideration of award in evaluation or any future bid.
8. OPPORTUNITY TO PROTEST: The Purchasing Manager for the City of Round Rock("City"), in consultation
with the City Attorney, shall have the authority to settle or resolve any dispute concerning the solicitation or
award of a contract. The Purchasing Manager may solicit written responses to the protest from other
interested parties. The aggrieved person must prepare his or her complaint in writing and send it by
electronic mail to the City's Purchasing Department at protestEDroundrocktexas.gov. In the event of a timely
protest,the City shall not proceed further with the solicitation or award of a contract unless it is determined
that the award must take place without delay, to protect the best interests of the City.
The procedures for notifying the City of an alleged deficiency or filing a protest are listed below. If you fail to
comply with any of these requirements, the Purchasing Office may dismiss your complaint or protest.
A. Prior to Response Due Date: If you are a qualified respondent and you become aware of the facts
regarding what you believe is a deficiency in the solicitation process before the due date for responses,
you must notify the City in writing of the alleged deficiency before that date, giving the City an opportunity
to resolve the situation prior to the response due date.
B. After Response Due Date: If you submit a response to the City and you believe that there has been a
deficiency in the solicitation process or the award, you have the opportunity to protest the solicitation
process, or the recommended award as follows:
I. You must file a written notice of your intent to protest within four(4)working days of the date that you
know or should have known of the facts relating to the protest. If you do not file a written notice of
intent within this time, you have waived all rights to protest the solicitation process or the award.
ii. You must file your formal written protest within ten (10)working days of the date that you know or
should have known of the facts relating to the protest unless you know of the facts before the Offer
Page 3 of 13
City of Round Rock Exhibit "A"
Inflatable Parade Balloon Rental
RFP No. 25-025-UPDATED
Commodity Code 037-34
July 2025
has been closed. If you know of the facts before those dates, you must notify the City as stated in
section (A)above.
iii. You must submit your protest in writing and must include the following information:
a. your name, address, telephone number, and email address.
b. the solicitation number.
c. a specific identification of the statutory or regulatory provision that you are alleging has been
violated.
d. a detailed statement of the factual grounds for your protest, including copies of any relevant
documents,
e. a statement of any issues of law or fact that you contend must be resolved; and
f. a statement of the argument and authority that you offer in support of your protest.
iv. Your protest must be concise and presented logically and factually to help with the City's review.
C. Receipt of Timely Protest: When the City receives a timely and complete written protest,the Purchasing
Manager,with assistance from the City Attorney, shall make one of the following determinations:
i. Determine that a violation of rules and statutes has occurred prior to the award of the contract and
inform you and other interested parties of the determination.The City will prepare updated solicitation
documents and will re-solicit.
ii. Determine that no violation of rules or statutes has occurred and inform you and other interested
parties of the decision by letter.The reasons for the determination will be presented in the letter.
iii. Determine that a viclaJon of rules and statutes has occurred after the award of the contract and
inform you and other interested parties of the determination. However, the awarded contract will not
be canceled. As needed, corrective actions may be taken with purchasing or any other pertinent City
staff.
iv. A determination will usually be made within fifteen (15)business days after receipt of the formal
protest.
v. Any written decisions by the Purchasing Manager shall be the final administrative action for
the City.
All documentation pertaining to a protest will be kept on file at the City and are subject to open records
requests.
Page 4 of 13
City of Round Rock Exhibit "A"
Inflatable Parade Balloon Rental
RFP No. 25-025-UPDATED
Commodity Code 037-34
July 2025
PART II
DEFINITIONS, STANDARD TERMS AND CONDITIONS,
AND INSURANCE REQUIREMENTS
1. DEFINITIONS, STANDARD TERMS AND CONDITIONS: By submitting a response to this solicitation, the
Respondent agrees that the City's Definitions and Standard Terms and Conditions, in effect at the time of
release of the solicitation, shall govern unless specifically provided otherwise in a separate agreement or on
the face of a purchase order. These can be obtained from the City's website at
https:/hvww.roundrocktexas.,qovlcity-deoartmentsfpurchasingl. In addition,the Supplemental Terms and
Conditions listed in Section III, shall also be enforced as part of the contract.
2. INSURANCE: The Respondent shall meet or exceed all insurance requirements set forth in Standard
Insurance Requirements.The City's Standard Insurance Requirements document can be viewed and
downloaded from the City's website at: https:i,lmv.%,.roundrocktexas.cov/citV-departments/purchasing!
Page 5 of 13
City of Round Rock Exhibit "A"
Inflatable Parade Balloon Rental
RFP No. 25-025-UPDATED
Commodity Code 037-34
July 2025
PART III
SUPPLEMENTAL TERMS AND CONDITIONS
1, AGREEMENT TERM:The terms of the awarded agreement shall include but not be limited to the following-.
A. The term of the Agreement shall begin from date of award and shall remain in full force for sixty(60)
months.
B. Upon expiration of the contract term,the Contractor agrees to hold over under the terms and conditions of
this agreement for such a period as is reasonably necessary to re-solicit and/or complete the project up to
120 days.
2. RESPONDENT QUALIFICATIONS: The City has established the following minimum qualifications.
Respondents who do not meet the minimum qualifications will not be considered for award. The Respondent
shall:
A. Be firms, corporations, individuals, or partnerships normally engaged in inflatable parade balloon rental as
specified herein and have adequate organization, facilities, financial capability, and personnel to ensure
prompt and efficient service to the City.
B. In order to confirm financial stability, the City may choose to review audited financial statements at any
time throughout the RFP evaluation process. Upon request, the Respondent shall provide two years
audited financial statements, including any notes or supplemental schedules within 2 business days of the
original request.
C. The Respondent shall include in the proposal a list of all litigation the company or its principals have been
involved in within the last three (3) years.
D. Be domiciled in or have a home office inside the United States. Respondents domiciled outside the
United States, or not having a home office inside the United States will not be included for consideration
in this RFP process.
3. SUBCONTRACTORS: Respondent shall not subcontract or otherwise engage subcontractors to perform
required services. The City seeks to do business directly with a company experienced in inflatable parade
balloon rental.
4. SAFETY: The City reserves the right to remove any employee from City property for violation of federal,
state, and local health, safety and environmental laws, ordinances, rules, and regulations. The Respondent
shall:
A. Ensure that all employees comply with all Occupational Safety and Health Administration (OSHA), State
and City safety and occupational health standards and other applicable federal, state, and local health,
safety, and environmental laws ordinances, rules, and regulations in the performance of these services.
B. Be held responsible for the safety of their employees and unsafe acts or conditions that may cause injury
or damage to any persons or property within and around the work site. In case of conflict, the most
stringent safety requirement shall govern.
C. Indemnify and hold the City harmless from and against all claims, demands, suits, actions,judgments,
fines penalties and liability of every kind arising from the breach of the Contractor's obligations under this
paragraph.
5. WORKFORCE: Successful Respondent shall:
A. Ensure Respondent's employees perform the services in a timely, professional, and efficient manner.
B. Ensure Respondent's employees, while working on City property, wear a company uniform that clearly
identifies them as the Respondent's employee.
C. Employ all personnel for work in accordance with the requirements set forth by the United States
Department of Labor. The City reserves the right to verify citizenship or right to work in the United Stales.
6. PRICING: The Respondent shall determine and submit a fixed cost for the work and shall include all
incidental costs, labor, overhead charges, travel, payroll expenses, freight, equipment acquisition and
maintenance, demurrage,fuel surcharges, delivery charges, costs associated with obtaining permits,
P,ige 6 of 13
City of Round Rock Exhibit "A"
Inflatable Parade Balloon Rental
RFP No. 25-025-UPDATED
Commodity Code 037-34
July 2025
insurance, bonds, and risk management. No separate line-item charges shall be permitted for either
response or invoice purposes.
7. PRICE INCREASE: Contract prices for inflatable balloon rentals shall remain firm throughout the initial twelve
(12) month term of the contract. A price increase to the agreement may be considered on the anniversary
date of the Contract each year and shall be equal to the consumer price index for that year, but at no time can
the increase be greater than 10%for any single line item unless otherwise approved by the City.
A. Consumer Price Index(CPI): Price adjustments will be made in accordance with the percentage
change in the U.S. Department of Labor Consumer Price Index(CPI-U)for all Urban Consumers. The
price adjustment rate will be determined by comparing the percentage difference between the CPI in
effect for the base year six-month average (January through June OR July through December), and each
(January through June OR July through December six month average)thereafter. TI-e percentage
difference between those two CPI issues will be the price adjustment rate. No retroactive contract price
adjustments will be allowed. The Consumer Price Index (CPI) is found at the Bureau of Labor Statistics,
Consumer Price Index website: http://www.bls.gov/cpi
B. Procedure to Request Increase:
i. Email the written price increase request to purchasing(cDroundrocktexas.gov with the rate detail
comparison, a comprehensive calculation,and any supporting documentation to the designated City
Contract Specialist a minimum of 45 days poor to the annual Contract anniversary date. The detailed
written calculation will be verified and confirmed. All written requests for increases must include the
City of Round Rock contract number, solicitation reference information and contact information for the
authorized representative requesting the increase.
ii. Upon receipt of the request, the City reserves the right to either accept the escalation and make
change to the purchase order within 30 days of the request or negotiate with the Contractor cancel
the agreement or purchase order if an agreement cannot be reached on the value of the increase.
8. ACCEPTANCE/INSPECTION: Acceptance/Inspection should not take more than five(5)working days.The
Contractor will be notified within the time frame if the services delivered are not in full compliance with the
specifications. In the event the services are not performed to the satisfaction of the City the Contractor shall
agree to reperform services to specification at no additional cost to the City, If any agreement or purchase
order is cancelled for non-acceptance, the needed services may be purchased elsewhere.
9. PERFORMANCE REVIEW: The City reserves the right to review the awarded Contractor's performance
anytime during the contract term.
10. ORDER QUANTITY: The quantities shown on the solicitation are estimates only. No guarantee of any
m nimum or maximum purchase is made or implied. The City will only order the services/goods needed to
satisfy requirements within budgetary constraints,which may be more or less than indicated.
11. AWARD: The City reserves the right to enter into an Agreement or a Purchase Order with a single award,
split award, primary and secondary award, non-award, or use any combination that best serves the interest
and at the sole discretion of the City. Respondents to the solicitation will be notified when City staff
recommendation of award has been made. The award announcement will be posted to the City's website at
https://rounorocktexas.bonfirehub.com once the City Council has approved the recommendation of the award
and the agreement has been executed.
12. POINT OF CONTACT/ DESIGNATED REPRESENTATIVE:
A. Contractor's point of contact: In order to maintain consistent standards of quality work performed
across the City, the City shall be provided with a designated and identified point of contact upon award of
the contract to include contact information. The City's designated representative shall be notified by the
Respondent immediately should the point of contact change.
Page 7of13
City of Round Rock Exhibit "A"
Inflatable Parade Balloon Rental
RFP No. 25-025-UPDATED
Commodity Code 037-34
July 2025
B. The City's designated representative: The City's designated representative shall be:
Name: Jenene Jeffries
Title: Manager
Dept: Parks and Recreation
Phone: 512-341-3362
E-mail:jjeffries@roundrocktexas.gov
C. Do not contact the individual listed above with questions or comments during the course of the
solicitation.
13. INTERLOCAL PURCHASING AGREEMENTS:
A. The City has entered into Interlocal Agreements with other Governmental agencies pursuant to the
Interlocal Cooperation Act, Chapter 791 of the Texas Government Code.
B. The Contractor may offer the same price and terms and conditions to other eligible agencies that have an
interlocal agreement with the City.
C. The City does not accept any responsibility or liability for the purchases by other government agencies
through an interlocal cooperative agreement.
Page 8 of 13
City of Round Rock Exhibit "A"
Inflatable Parade Balloon Rental
RFP No, 25-025-UPDATED
Commodity Code 037-34
July 2025
PART IV
SCOPE OF WORK
1. PURPOSE AND BACKGROUND: The City of Round Rock, herein after"the City" is seeking proposals from
qualified vendors to provide professional services related to the rental, inflation, and operation of inflatable
parade balloons for citywide events and holiday parades. These balloons are a central feature of annual
celebrations and are expected to contribute to the festive and safe atmosphere of public events. The City
hosts multiple events annually, including but not limited to "Fourth of July" and"Light Up the Lake"
celebrations.The city intends to rent approximately 7 large inflatable balloons per event.
2. MATERIAL SPECIFICATIONS:
A. Balloons must be made of high-quality fabric with quality coloring.
B. Balloons must not have rips, tears, holes or any other defects. All balloons must be shipped with patch
kits in case of defect upon arrival. If defects keep a balloon from being displayed at an event, a credit
shall be applied.
3. SERVICE REQUIREMENTS: The Contractor shall:
A. Permitting and Compliance: Ensure all balloons comply with applicable safety standards, city regulations,
and FAA requirements, if applicable.
B. Storage: Optional off-site storage of balloons (if applicable).
4. CONTRACTOR RESPONSIBILITIES: The Contractor shall-
A. Be responsible for the packaging and shipping of all parade balloons and associated materials to and
from the City of Round Rock(PARD)yard.
B. Deliver balloons and associated materials 4 days(at minimum)prior to the scheduled event.
C. Inspect all parade balloons prior to shipping and again upon arrival and receipt at the city location.
Complete a visual and physical inspection for defects, damage, or wear. Verify dimensions, design,
branding, and artwork for accuracy.
D. Evaluate material quality, anchoring systems, and safety features prior to shipping.
E. Supply and review manuals, care instructions, and repair kits (if applicable).
F. Test the inflation for proper functionality and air retention prior to shipping.
G. Assist with inflating and deflating all parade balloons at the parade staging locations.
H. Provide the required number of supervisors who shall operate and monitor all parade balloons along the
entire parade route. Supervision shall include assisting city staff in the operation and monitoring of all
parade balloons along the parade route.
I. Provide cold air and pumps for all cold air balloons.
J. Observe and obey all city signage while on city property.
K. Upon completion of each event, the Contractor is responsible for coordinating the packing of all parade
balloons and making all shipping arrangements for the shipping of all parade balloons back to the
company.
5. DESIGNATED CONTACT PERSON: In order to maintain consistent standards of quality work performed
across the city, the City shall be provided with a designated and identified crew leader/point of contact upon
award of the contract.
A. The City shall be provided with the designated person's name and telephone number.
B. This contact person shall remain the same throughout the term of the contract or upon termination of the
contact person. If a change has been made to the contact person, the City's designated representative
shall be notified by the Contractor immediately at the time of the change. NO substitutions of key
personnel shall be permitted without written approval of the authorized City's designated representative.
C. The designated contact person shall be identified in the solicitation response and may be required to
attend an oral presentation to the evaluation team prior to award of contract.
Page 9 of 13
City of Round Rock Exhibit "A"
Inflatable Parade Balloon Rental
RFP No.25-025-UPDATED
Commodity Code 037-34
July 2025
D. The City shall also be provided with a secondary designated contact person to communicate with if the
primary contact is unavailable.
6. MAINTAIN COMMUNICATION: Communication is vital to the City of Round Rock.The City requires timely
communication throughout the entire job process.The City understands that lead times can vary depending
upon the size, manufacturer, and difficulty of the required tasks.
7. DELIVERY AND STORAGE:The Contractor shall make all arrangements for the delivery of inflatable
balloons and supplies for each event. The Contractor shall verify with the City's designated representative
and make necessary arrangements for security and storage space in the building during the project.
8. CITY RESPONSIBILITIES: The City will-
A. Provide access to facilities or a designated location as needed.
B. Provide access to utilities needed to complete tasks.
C. Coordinate with the Contractor for the successful delivery of products.
D. Ensure that the designated location or site is reasonably free of debris and hazards.
Page 10 of 13
City of Round Rock Exhibit "A"
Inflatable Parade Balloon Rental
RFP No. 25-025-UPDATED
Commodity Code 037-34
July 2025
PART V
PROPOSAL PREPARATION INSTRUCTIONS
AND EVALUATION FACTORS
1. PROPOSAL ACCEPTANCE PERIOD: All proposals are valid for a period of one hundred and twenty (120)
calendar days subsequent to the RFP closing date unless a longer acceptance period is offered in the
proposal.
2. PROPOSAL RESPONSE: Responses shall be clear and concise while appropriately responding to the
evaluation criteria listed below in Section 3. In order to do business with the City of Round Rock you must be
registered with the City's Vendor Database. To register, go to:
https:/lroundrocktxvendors.munisselfservice.comNendorsidefault.aspx
Proposal Submittal Instructions: The Respondent shall include all the following documents in their
response-
o Attachment A-Proposal Submittal Form
o Attachment B-Reference Sheet
Respondent's Catalog Pricing
o Acknowledged Addenda(if applicable)
o Segment requirements listed below.
c A statement of your compliance with all applicable rules and regulations of Federal, State and Local
governing entities.
o List of Exceptions(if any)-Be advised that exceptions to any portion of the Solicitation may jeopardize
acceptance of the Proposal by the City. Exceptions to this solicitation if any, shall be submitted on a
separate sheet labeled "Exceptions'with the Respondent's proposal.
3. EVALUATION CRITERIA:
A. Segment 1 — Respondent's Solution. Safety Reauirements. Approach. &Timeline
i. System Concept and Solution: Define in detail your understanding of the requirement presented in
the Scope of Work of this request for proposal and your system solution. Provide all details as
required in the Scope of Work and any additional information you deem necessary to evaluate your
proposal.
ii. Program Approach and Timeline: Describe your technical plan for accomplishing required work and
the estimated timeline for a project. Specifically indicate:
1) A description of your work program by tasks. Detail the steps you will take in proceeding from
Task 1 to the final tasks.
2) Portfolio of balloons that includes images, dimensions, cubic feet(measurements)and
number of handlers required.
3) A description of your role from inspections to the event and briefing.
4) A plan of action should there be any issues on the day of the event.
B. Seament 2—Company Work Experience and Personnel
i. Business Organization: State full name and address of your organization and identify parent company
if you are a subsidiary. Specify the branch office or other subordinate element which will perform, or
assist in performing,work herein. Indicate whether you operate as a partnership, corporation, or
individual. Include the State in which incorporated or licensed to operate.
ii. Project Management Structure: Provide a general explanation and organizational chart which
specifies project leadership and reporting responsibilities and interface the team with City project
management and team personnel.
iii. Prior Experience: State the number of years that your company has been providing the requested
services in the solicitation. Describe only relevant municipal, governmental,corporate, and individual
experience for the company and personnel who will be actively engaged in the project. Do not include
Page I 1 of 13
City of Round Rock Exhibit "A"
Inflatable Parade Balloon Rental
RFP No. 25-025-UPDATED
Commodity Code 037-34
July 2025
corporate experience unless personnel assigned to this project actively participated. Do not include
experience prior to 2015.Supply the project title,year,and reference name with title, present address,
and phone number of principal persons for whom prior projects were achieved.
iv. Personnel: Include names,qualifications, and resumes of all personnel who will be assigned to the
project. State the primary work assigned to each person and the percentage of time each person will
devote to this work. Identify key persons by name and title.
v. Contractors' past performance with the City may be considered.
C. Segment 3—Catalog Pricing and Assortment: Information described in the following subsections is
required from each respondent.Your method of cost may or may not be used but should be described in
detail.A firm fixed price or not-to-exceed contract is$50,000 per year.The evaluators will score points on
your catalog and your assortment of items.
1. Catalog patriotic balloons with pricing.
H. Catalog of cold air Christmas balloons with pricing.
iii. Catalog of"all other" balloons with pricing.
iv. Cold air fees.
v. Supervisor rates including all travel expenses.
vi. Shipping/freight charges.
vii. Itemized cost of supplies and materials.
10. EVALUATION SCORING: The intent of the City is to award to one respondent in accordance with the
evaluation criteria below. The purpose of this evaluation criteria is to determine which proposal best meets
the reouirements and jorovides the best overall value to the City.
A. Evaluation Criteria: Weights:
• Respondent's Solution,Approach, Safety Requirements&Timeline(Segment 1) 40 pts
• Company Work Experience and Personnel (Segment 2) 20 pts
• Catalog Pricing 20 pts
• Catalog Assortment 20 pts
Maximum Weight: 100 pts
B. An evaluation committee will be established to evaluate the proposal. The committee will include
employees of the City and may include other impartial individuals who are not City employees. The
evaluation committee will determine if discussions and/or Best and Final Offers(BAFO)are necessary.
Award of a contract may be made without discussions or BAFO, if in the best interest of the City. The
evaluation committee may determine that discussions are necessary to clarify or verify a written proposal
response. The City may, at its discretion,elect to have respondents provide oral presentations of their
proposal. The City reserves the right to re-score an offer based on provided demonstrations. A request
for a BAFO is at the sole discretion of the City and will be requested in writing. The evaluation committee
will evaluate the finalists and make a recommendation for the award.
C. The City reserves the right to reject any or all proposals submitted,or to award to the respondent who in
the City's opinion, offers the best value to the City. The City also reserves the right to cancel the RFP
process and pursue alternate methods for providing the requirements.
D. The City reserves the right to conduct studies and other investigations as necessary to evaluate any
proposal.
E. The City reserves the right to waive any minor technicality, irregularities, or informalities noted
in the submission process. Submission of proposal confers no legal rights upon any
Respondent.
F. The City reserves the right to request further documentation or information and to discuss proposal
response with any Respondent in order to answer questions or to clarify any aspects of the proposal.
G. The City may develop a"short list"of qualified proposal respondents and may determine that the
Respondent(s)should submit a Best and Final Offer(BAFO). Each"short listed" Respondent will be
given a reasonable opportunity for discussion and revision of their proposal.
Page 12 of 13
City of Round Rock Exhibit "A"
Inflatable Parade Balloon Rental
RFP No. 25-025-LJPDATED
Commodity Code 037-34
July 2025
11. AGREEMENT NEGOTIATIONS AND AWARD PROCESS:
A. A proposal presented in response to this RFP is subject to negotiation concerning any issues deemed
relevant by the City. The City reserves the right to negotiate any issue with any party.Any unsolicited
communication by the Respondent to a City official, undesignated employee,or an evaluation team
member evaluating or considering the offers may be grounds for disqualifying the offending Respondent
from consideration of award.
B. Submission of proposal indicates the Respondent's acceptance of the evaluation process and recognition
that the City may make subjective judgments in evaluating the proposal to determine the best value for
the City.
C. If negotiations are successful, the City and Respondent may enter into an agreement. If negotiations are
unsuccessful, the City may formally end negotiations with that Respondent.
D. The City also reserves the right to reject any or all submittals, or to accept any submittal deemed most
advantageous, or to waive any irregularities or informalities in the submittal received.
E. An independent signed authorized Contract will be sent to the successful Respondent(s). Execution of a
City of Round Rock contract is required prior to starting work and processing any payments to the
Contractor.
12. POST AWARD MEETING: The City and the Respondent may schedule a post award meeting to discuss, but
not be limited to the following:
A. The method to provide a smooth and orderly transition of services per-formed from the current Contractor,
B. Provide City contact(s) information for implementation of the Agreement.
C. Identify specific milestones, goals, and strategies to meet objectives.
Pagc 13 uF 13
Exhibit "A"
Big Events Helium Balloon Rental Inventory
Size Balloon Helium Handlers Rate Card
Licensed Characters
40' Aliel the Zoonicorn 2300 20 $ 5,500
35' Barney 1400 12 $ 4,500
45' Betty Boop 2600 24 $ 5,750
45' Betty Boop w/Sash 3000 24 $ 5,750
35' Bob the Builder 2700 18 $ 4,250
38' Cabbage Patch 3200 22 $ 5,000
50' Cat in the Hat 2100 22 $ 6,000
45' Catboy- PJ Mask 2300 20 $ 6,000
45' Clifford the Big Red Dog 3000 24 $ 6,000
30' Garfield with Pookk 2500 20 $ 5,500
28' Garfield Santa 2700 20 $ 5,250
40' Grinch 2100 20 $ 5,500
40' Hagar the Horrible 2800 16 $ 4,500
30' Horton the Elegy 2050 18 $ 4,500
22' Kids Fish 1200 10 $ 3,500
30' Lorax 2100 22 $ 4,500
18' Lorax Trees (2) $ 2,000
33' Magic School Bus -Submarine 2500 18 $ 4,250
35' Mighty Mouse 2400 16 $ 5,500
25' Mr. Potato Head Classic 2200 14 $ 5,000
28' Mr. Potato Head Fireman 2800 16 $ 5,000
40' My Little Pony 4000 24 $ 5,500
25' Pacman 1500 10 $ 4,000
40' Teenage Mutant Ninia Turtle 3000 16 $ 6,000
56' Thing 1&Thing 2 4700 30 $ 6,000
30' Thomas The Tank 4000 24 $ 6,000
35' Very Hungry Cater ip llar 2500 22 $ 5,500
58' Word Girl 3200 30 $ 5,500
Non-Licensed Characters
13' Apple 600 4 $ 1,000
45' Astronaut 3300 17 $ 4,500
10' Basebatl 500 4 $ 800
12' Basketball 700 4 $ 1,000
15' Basketball 900 8 S 1,700
10' Beach Batts - Mulicolored 525 4 $ 800
7' Beach Balls -Red/White/Blue 210 2 $ 600
Exhibit "A"
14' Birthday Cake 1900 12 $ 3,000
45' Blue Angel Jet 1800 20 $ 4,500
12' Blue Bird 400 2 $ 1,000
24' Butterfly 700 10 $ 2,500
28' Candy Cane 650 6 $ 2,500
50' Candy Cane 1000 12 $ 3,500
16' Chinese Lantern 1000 6 $ 2,000
12' Christmas Bells- Qty 3 1500 12 $ 2,000
8' Christmas Orn. Santa Head 300 2 $ 500
12' Christmas Orn. Digital Print- Santa/Snowman 1100 8 $ 1,400
13' Christmas Orn. (Red Set-Qty4} 2100 16 $ 2,500
14' Christmas Orn. (Bell/Star/Orn- Qty 3) 1500 12 $ 1,750
28' Christmas Stockings- Qty 2 1900 12 $ 4,000
20' Christmas Wreath 1250 10 $ 1,800
45' Clown 3700 24 $ 4,500
30' Clown Head 1800 12 $ 2,500
45' Cowboy 2800 20 $ 4,000
30' Cowboy Boot Patriotic 2500 16 $ 3,000
65' Dinosaur 4300 24 $ 5,000
45' Dog w/Bone. Candy Cane, Paper 2600 20 $ 5,000
45' Fa"1 2500 20 $ 4,500
10' Earth 525 4 $ 800
14' Earth 700 6 $ 1,000
24' Elves-Qty 2 2800 24 $ 3,500
30' Elves-Qty 2 4000 30 $ 4,000
20' Firecracker 600 6 $ 750
30' Flag- USA 1800 12 $ 3,000
35' Flag- USA 2300 14 $ 3,400
30' Flag- Pirate 1800 12 $ 2,800
18' Football 550 6 $ 1,400
22' Football 1500 12 $ 1,800
50' Football Player 2700 20 $ 5,000
20' Froc Prince 1200 8 $ 2,500
14' Gift Box with Tag 1600 8 $ 1,500
14' Gift Box-Qty 3 4200 24 $ 4,000
12' Gingerbread House 1400 10 $ 2,000
28' Gingerbread Man 1800 12 $ 2,500
28' Gingerbread, Mr. 1800 12 $ 2,700
28' Gingerbread, Mrs. 1800 12 $ 2,700
40' Gingerbread Man 2300 22 $ 3,800
Exhibit "A"
35' Goldfish 1900 12 $ 3,000
16' Heart 550 4 $ 750
35' Hot Rod 3200 20 $ 3,500
25' Humpty Dumpty 1600 15 $ 3,000
40' Humpty Dumpty 2500 14 $ 3,500
18' Ice Crum Cones -Qty 3 1500 9 $ 2,250
18' Ice Ceam Cones- Mint Chip 500 3 $ 1,000
15' Jupiter 700 6 $ 1,500
14' Leprechan Hat 1600 12 $ 1,900
22' Liberty Belt 1400 100 $ 3,000
18' Lollop-Qty 4 2400 16 $ 4,000
10' Mars 525 4 $ 900
24' Monarch Butterfly 700 10 $ 2,500
10' Moon 525 4 $ 900
35' Mother Goose 2100 16 $ 3,500
25' Neko Good Fortune Cat 2200 14 $ 2,500
45' Nutcracker 2900 24 $ 4,000
27' Otis the Octopus 1550 10 $ 3,500
40' Orange Dog 2300 24 $ 4,000
40' Orca 1900 16 $ 4,000
25' Panda 1600 12 $ 3,500
33' Parrot(Red or Blue) 2100 16 $ 3,000
16' Patriotic Heart 600 6 $ 1,500
26' Peace Hand 1300 10 $ 3,000
14' Peace Ornaments-Qty 2 1100 8 $ 1,600
30' Pen uin 1400 14 $ 3,000
30' Ri g 1800 16 $ 3,200
20' Pinata 900 8 $ 2,500
45' Pirate 3200 24 $ 4,500
25' Pirate Treasure Chest 2600 16 $ 3,000
26' Plane"Spirit of 76" 1500 16 $ 3,000
40' Polar Bear 2000 16 $ 4,000
15' Pot O' Gold 1450 10 $ 2,000
12' Pumpkin 700 4 $ 750
25' Rabbit in a Hat 1700 18 $ 2,500
40' Reindeer 2000 18 $ 4,000
10' Reindeer Head 525 4 $ 1,000
45' Rock n' Roll Roy 2400 20 $ 4,000
30' Rocket-Oty 2 1600 16 $ 3,500
30' Sana 1700 14 $ 3,200
Exhibit "A"
27' Santa with Green Mittens 1700 14 $ 3,200
25' Saxaphone 1100 a $ 1,800
30' Sea Turtle 1700 14 $ 3,500
18' Shamrock 600 6 $ 1,800
30' Shark 1100 10 $ 3,000
10' Smilev Face 525 4 $ 1,000
12' Snowflake- Qty 3 1500 12 $ 2,250
18' Snowflake- Qty 3 2200 12 $ 3,500
12' Snowgtobe 1100 8 $ 1,900
20' Snowman 950 6 $ 2,200
30' Snowman 1700 10 $ 2,800
45' Snowman 2900 24 $ 4,000
20' Snowman Ornament 900 6 $ 2,200
12' Soccer Ball 700 4 $ 1,000
14' Stars- Qty 3 1500 12 $ 1,650
18' Sun with Glasses 900 6 $ 2,200
22' Teddy Bear- Buckley 1400 12 $ 2,500
22' Teddy Bear- Babette 1400 12 $ 2,500
45' Tiger-White 2500 22 $ 4,500
45' Tiger-Orange 2500 22 $ 4,500
40' Toy Soldier 2100 20 $ 4,000
18' Toy Soldier Ornament 900 6 $ 2,200
22' Troll 1400 12 $ 2,500
15' Tropical Fish- Qty 3 2250 12 $ 2,400
18' Turtle Red Tennis Shoes 600 4 $ 1,800
14' Tuxedo Penguin 525 4 $ 1,500
45' Uncle Sam 2600 18 $ 4,500
12' Uncle Sam Hat 900 6 $ 1,500
15' Uncle Sam Hat 950 6 $ 1,800
40' Whale 950 10 $ 3,800
30' Wizard 1600 16 $ 4,000
Exhibit "A"
Bi" g vents , Inc
Giant Inflatables for Special Events & Parades
Responses to RFP25-025
Segment 1
i. Big Events has been manufacturing,maintaining,renting, selling and operating giant
inflatables and helium parade balloons since the 1980's. Over the life of our operations
we have continually refined the materials and our production processes to offer nothing
less than the best products industrywide.
Prior to their use and upon their return from each event worldwide,we inspect,clean and
repair any damage to the balloons to ensure optimal performance and presentation. We
do all of this and store our products in our approximately 7,000 square foot facility.From
this location in Oceanside,California we will ship all our products for inbound and
outbound services. We aim to deliver each shipment in a more than timely manner well
before each event.
Big Events prides itself on the presentation of our balloons and we typically send one
staff member per parade balloon to assist with the inflation,operation and deflation of
these balloons.The majority of our staff have worked in this space for over 25 years.
Operating a unique custom-made product such as these requires thorough and copious
experience.To mitigate any issues that may arise during each parade,our staff carry kits
to assist with any potential problems that may occur during show times.
For every event,it is our goal to have clean and concise communication between our
main point of contact and the city,which we have clearly demonstrated over the last
seven years working with Round Rock. We understand the importance a straight line of
communication can have with vendors when it comes to successfully completing any live
event.
ii. Our giant balloons and inflatables are one-of=a-kind products. It is important for our
clients to book early to reserve their preferred character/icon. Some cities will start
booking their balloons roughly four(4)months prior to the event. Once those balloons
are requested and reserved we can complete the final event proposal with corresponding
staff,shipping and helium costs if applicable. Each package of balloons will require a
different set of costs.
Steps to renting parade balloons for a parade:
1. Confirm availability for the requested balloons
2. Generate shipping and staff travel costs and fees
3. Send final invoice with everything noted and agreed upon
a. Helium Needs
b. Handler Needs
c. Shipping arrangements and times
4. Discuss and agree on event details(start times/inflation
areasleontacts/route/de flation/etc.)
5. Inspect balloons prior to shipment
6. Ship balloons and equipment,inspecting the items again in Round Rock
7. Event day-arrive and begin inflation
a. Prior to start of the parade instruct and train the handlers
b. Walk with each balloon
c. Deflate and repack everything
3909 Oceanic Drive, Ste. 402, Oceanside,CA 92056 entail. nick@bigeventsonline,com
Tel: 760-477-2655 www.bigeventsonline.com
Exhibit "A"
Bi'eg vents , Inc
Giant In,flatablesfor Special Events & Parades
8. Return Ship
Attached you will find our current offcrings of helium parade balloons with individual
helium,handler and costs noted.The image of each balloon can be easily viewed when
clicking on the blue link. We do not have a published price list of our inflatables,but the
average range of rental prices for a weekend is between S750.00 and S 1,300.00 per
inflatable plus shipping. Licensed characters start at$1,500.00 plus shipping.
It is the responsibility as a project manager to oversee all operations of each event from
its conception to completion. Every event presents different idiosyncrasies and
requirements and it is that job to ensure all arc vetted and accounted for.The way we
achieve this is to ask many questions including potential hypothetical scenarios prior to
the event and plan to account for those.
As mentioned before,each of our staff carries an important bag with tools and equipment
necessary to mitigate any potential problem.The main obstacles in preventing helium
parade balloons operating at peak performance is high wind and lightning. Prior to any
event we discuss a Hight Wind Action Plan(HWAP),so all responsible parties arc in
agreement to the steps that need to be taken in these circumstances.
Segment 2
i. Big Events in an incorporated company in the State of California.Our office and
warehouse is located at 3909 Oceanic Drive,Ste.402,Oceanside,CA 92056.
ii. As project manager it is my responsibility to see every aspect of the event through to the
end. It is my job to coordinate with the clients(City of Round Rock),day of event staff,
insurance company,helium contacts and day of event contacts. Checking and rechecking
with each contact continually prior to the event to make sure there are no interruptions on
the event day.
iii. Big Events has been supplying ballons and inflatables to the City of Round Rock since
2018 for both the 4"'of July Parade and Light up the Lake.As mentioned before we have
been in business since the 1980's.We have two main project managers that work with the
City of Round Rock and whom both have been on site to see through the events. Charles
Trimble and Nick Deluca both can be reached at our offices listed here in this proposal.
Our main point of contact for the city has been Jenene Jefferies-Uhrig.
iv. Charles Trimble,President
Nick DeLuca,Project Manager
Nick is the main point of contact and oversees 97%of the event
Segment 3
Enclosed in this proposal is our rate card slicet for the helium parade balloons. Inflatable
rental prices are noted above.Every year Big Events adds to its portfolio of rental items
to bring new options and excitement to our offerings. The prices noted in each include
all the equipment necessary to operate each product. The only additional costs are staff
travel expenses,helium if necessary and roundtrip shipping,each of which changes
depending on the items rented.
3909 Oceanic Drive, Ste. 402,Oceanside,CA 92056 entail. nick(a:bigeventsonline.com
Tel: 760-477-2655 www.bieeventsonline.com
SOLCITATION SUBMITTAL FORM AND EXECUTION
NOTE- RESPONDENTS SHALL COMPLETE. SIGN, AND UPLOAD THIS ATTACHMENT WITH
THEIR SUBMITTAL IN BONFIRE FAILURE TO DO SO MAY RESULT IN DISQUALIFICATION OF
THE SUBMITTAL.
By signature hereon, the Respondent certifies that:
All statements, pacing and information prepared and submitted to the City s Bonfire portal in response to
this solicitation are current, complete, and accurate.
He/she has not given,offered to give, nor intends to give at any time hereafter, any economic opportunity,
future employment, gift, loan gratuity, special discount, trip, favor, or service to a City employee, evaluator,
or evaluating entity in connection with the submitted response. Signing the Execution of Solicitation
Submittal Form with a false statemert shall void the submitted offer or any resulting contracts.
Respondent represents and warrants that the individual signing this Execution of Solicitation Submittal
Form is authorized to sign this document, represent the Respondent and to bind the Respondent under
any contract resulting from this submittal.
RESPONDENT )COMPANY): tD 9 Ev ls. Inc
_ – —
SIGNATURE (INK/DIGITAL):
NAME (TYPEDIPRINTED): Nicholas Deluca
TITLE: Project Manager DATE: 8/1812025
STREET: 3909 Oceanic Drive, Ste. 402
CITYISTATEIZIP: Oceanside. Ca 92056
TELEPHONE & FAX NO.: 760.477.2655
E-MAIL ADDRESS: Nick a)bigeventsunline.ucm
FEDERAL TAX IDENTIFICATION NUMBER (FIN): 33-0557372
By submitting a response to this solicitation. the Respondent agrees that the City's Definitions and Standard
Terms and Conditions. in effect at the time of release of the solicitation. shall govern unless specifically
provided otherwise in a separate agreement or on the face of a purchase order. In addition, the
Supplemental Terms and Conditions listed in Section III, shall also be enforced as part of the contract, and
can be obtained from the City's website at: https:r wv. :.roundro ktexas aa;:'city-businesses,sol!citationsi
Exhibit "A"
ATTACHMENT B
REFERENCE SHEET
PLEASE COMPLETE AND RETURN THIS FORM WITH THE SOLICITATION RESPONSE
SOLICITATION NUMBER: 25-025
RESPONDENT'S NAME: Nicholas DeLuca DATE: 8118 2025
Provide the name, address, telephone number and E-MAIL of at least three(3)valid Municipal,
Government agencies or firms of comparable size that have utilized services that are similar in type and
capacity within the last two (2)years. City of Round Rock references are not applicable. References may
be checked prior to award. If references cannot be confirmed or if any negative responses are received it
may result in the disqualification of submittal.
1. Company's Name Summerlin Councll
Name of Contact Traci Glesea
Title of Contact Director
E-Mail Address traciCasummerlimmuncil.com
Present Address 1910 Spring Gate Lane
City, State, Zip Code Las Vegas,NV 89134
Telephone Number (702 ) 341-5500 Fax Number:( )
2. Company's Name City of Fairfax Parks and Recreation
Name of Contact Mitzi Taylor
Title of Contact Event Manager
E-Mail Address Mitzl.TavlorCcilfairfaxvaoov
Present Address 10455 Armstrong Street
City, State, Zip Code Fairfax,VA 22030
Telephone Number ( 703 ) 385-7949 Fax Number:( )
3. Company's Name McAllen Parks and Recreation
Name of Contact Denny Meline
Title of Contact Director
E-Mail Address dmelineCo7mcallen.net
Present Address 2001 Trophy Drive
City, State, Zip Code McAllen,TX 78504
Telephone Number ( 956 ) 681-3333 Fax Number:( )
FAILURE TO PROVIDE THE REQUIRED INFORMATION WITH THE SOLICITATION RESPONSE MAY
AUTOMATICALLY DISQUALIFY THE RESPONSE FROM CONSIDERATION FOR AWARD.
Exhibit "A"
Bl'* g vents , Inc
Giant Inflatables for Special Events & Parades
CITY OF ROUND ROCK PURCHASING DEFINITIONS,STANDARD TER IS AND
CONDITIONS
Exemption Notification
Section 13: Please note that Big Events has never needed to apply for permits with regards
to renting or operating our balloons or inflatables.T7ie City of Round Rock
needs to notify Big Events,prior to 2 months preceding an event,of any
required permits,certificates,and/or licenses.
3909 Oceanic Drive, Ste. 402,Oceanside, CA 92056 entail: nick@bigeveiitsonline.com
'fel:760-477-2655 www.bieeventsonline.com
Exhibit "A"
ROUND ROCK i EXA5
PUR[H.lsma C)t'mt'1
ADDENDUM
CITY OF ROUND ROCK, TEXAS
RFP 25-025 Inflatable Parade Balloon Rental Addendum No: 1 Date of Addendum: 08/01/2025
This addendum is to incorporate the following changes to the above referenced solicitation:
I. Clarifications:
A. See Page 2 of PD 1.0 RFP 25-025 "Attachment C—Cost Proposal Sheet" has been amended to reflect
"Attachment C - Insurance Instructions".
B. The City requests the respondent(s) to provide their catalog pricing in lieu of the previous requested
"Attachment C- Cost Proposal Sheet".
C. See Page 11 of PD 1.0 RFP 25-025"Proposal Submittal Instructions' which lists the request for the
"Respondent(s)Catalog Pricing".
II. ALL OTHER TERMS AND CONDITIONS REMAIN THE SAME.
By the publication of this document on the City of Round Rock Bonfire website this addendum is hereby incorporated into
and made a part of the above referenced solicitation.
Exhibit "A"
y
ROUND ROCK TEXAS
PUACNUSING 0R'IS10N
1
ADDENDUM
CITY OF ROUND ROCK,TEXAS
Solicitation: RFP 25-025 Addendum No: 2 Date of Addendum: 08/14/25
This addendum is to incorporate the following changes to the above referenced solicitation:
I. Extension:The proposal due date is hereby extended until August 22,2025 at 3;00 PM.
II. ALL OTHER TERMS AND CONDITIONS REMAIN THE SAME.
By the publication of this document on the City of Round Rock Bonfire website this addendum is hereby incorporated into
and made a part of the above referenced solicitation.