HomeMy WebLinkAboutRFP - Event and Program Supplies FY25-26
REQUEST FOR PROPOSALS
Event and Program
Supplies
FY25-26
Vendor Services
Submission Deadline
WEDNESDAY, APRIL 23, 2025
Event and Program Supplies
March 26, 2025
2 | P a g e
Exhibit A
1. INTRODUCTION
The City of Diamond Bar is requesting proposals from qualified vendors for toys,
novelties, decorations and crafts to provide for City special events and programs.
RFP Date: Wednesday, March 26, 2025
Project Name: Event and Program Supplies
Department: Parks and Recreation
Proposal Deadline: Wednesday, April 23, 2025
Proposals shall be delivered by the proposal deadline via the PlanetBids portal
https://vendors.planetbids.com/portal/39500/bo/bo-detail/118998.
All proposals submitted in response to this RFP will become property of the City
upon submittal and a matter of public record pursuant to applicable law. Late
submittals will not be accepted.
Questions regarding this RFP shall be made in writing via email Andee Williams,
Recreation Supervisor, at awilliams@diamondbarca.gov no later than Friday,
April 18, 2025. Questions and responses may be made available to all potential
proposers.
The City will review all proposals received by the submittal deadline indicated in
this RFP. Proposals that do not meet the minimum requirements of this RFP will be
rejected. The City reserves the right to select the firm that best meets the overall
needs and offers the best overall value to the City based on a variety of criteria,
including but not limited to, quality of products, customer service of vendor and
cost effectiveness, but not solely on the lowest cost of items.
Upon completion of the City's evaluation process, the most qualified vendor will
be selected.
The following tentative schedule has been established for the selection of a firm
which is subject to change:
Event and Program Supplies
March 26, 2025
3 | P a g e
• RFP Posting Date March 26, 2025
• Written Questions Deadline April 18, 2025
• Proposal Due Date April 23, 2025
• Award of Contract May 9, 2025
The City of Diamond Bar shall not be liable for any proposal expenses incurred
by any vendor, nor shall any vendor include any such expenses as part of the
proposed cost.
2. ABOUT THE CITY
Diamond Bar is a scenic community located on the eastern edge of Los Angeles
County, within minutes of Orange, Riverside, and San Bernardino counties. With
its origin as a center for ranching perched among a landscape of rolling hills in
the East San Gabriel Valley, Diamond Bar became one of the first master
planned communities in Los Angeles County dating back to 1956, and has
grown since that time to be known for its friendly country-living atmosphere,
abundant open spaces, exceptional public facilities, well-maintained parks and
hiking trails, and excellent schools. In 1989, Diamond Bar became the 86th city in
Los Angeles County. Today, Diamond Bar covers 14.9 square miles and is home
to 57,177 residents.
Diamond Bar is bounded by the cities of Industry and Pomona to the north,
Chino Hills to the east, and unincorporated Los Angeles County to the south and
west (Figure B-1; Regional Setting Map). With convenient access to State Routes
SR-57 and SR-60, Diamond Bar is within 30 miles driving distance of the cities of
Los Angeles, Riverside, and Irvine, making it a desirable destination to live and
work. The Industry Metrolink Station lies on the City’s northern border, providing
east-west transit connections to Los Angeles and Riverside.
3. PROJECT BACKGROUND
The City of Diamond Bar has several special events and programs that require
toys, novelties, candy, decorations and crafts during the fiscal year. Please bid on
the information listed below.
4. SCOPE OF WORK AND DELIVERABLES
To be considered, proposals shall identify each item listed below and price out
individually how much the vendor will charge for each item. At a minimum, these
are an example of items to be ordered (this is not a real order – this is a quote only).
Event and Program Supplies
March 26, 2025
4 | P a g e
In addition vendor must accept payment in form of a check and have at least a
net 30 payment term.
All proposals must be itemized and include tax, delivery, and any other additional
charges. Please submit your quote based on the information provided. Once the
vendor has been selected, actual order information will be provided.
Please quote on the following:
Toys & Novelties & Candy
• (200) Vending Assorted Bouncing Balls – 44mm (Bulk)
• (200) Mini Colorful Ghost Pull-Back Toys
• (50) Inflatable Medium Classic Beach Balls – Inflated 9”
• (200) Neon Latex Punch Balls – 10”
• (240) Rubber Basketball Bouncing Balls
• (240) Bulk Mini Plastic Basketball Games
• (240) Mini Handheld Basketball Games
• (240) Basketball Whistles
• (240) Realistic Basketball Stress Balls
Crafts & Education
• (60) Color your own Halloween Fuzzy Bookmarks – 6 ¾”
• (120) Magic Color Scratch Christmas Tree Ornaments – 5”
• (100) Paper Color Your Own Easter Picture Frames – 7” x 8”
Party Supplies & Decorations
• (25) Plastic Patriotic Table Skirt – 14ft x 29”
• (50) Light Blue Round Tablecloth – 82”
• (5) Paper Mini Monster Pennant Banner – 7ft
• (25) Polyester Patriotic Bunting – 39” x 22”
5. FORMAT AND CONTENTS OF PROPOSAL
The vendor’s proposal shall contain the following information and shall be
organized as follows:
A. Vendor Experience/References
Provide a list of at least three references who may be contacted to discuss
their experience working with the Company. Please provide contact
information including Company, Name, Title, Address, Phone and Email.
Event and Program Supplies
March 26, 2025
5 | P a g e
B. Cost for Services
Please complete the attached Cost Proposal – Bid Sheet on PlanetBids.
6. RIGHT TO REJECT ALL PROPOSALS
The City reserves the right to withdraw, reduce, or revise elements of the scope of
work prior to the award of any contract. Furthermore, the City reserves the right to
reject any or all proposals submitted; and no representation is made hereby that
any contract will be awarded pursuant to this Request for Proposal, or otherwise.
All costs incurred in the preparation of the proposal, in the submission of additional
information and/or in any other aspect of a proposal prior to the award of a written
contract will be borne by the proposer. The City shall only provide the staff
assistance and documentation specifically referred to herein and shall not be
responsible for any other cost of obligation of any kind which may be incurred by
the proposing firm.
7. SUPPORTING DOCUMENTS
Exhibit A – Request for Proposal
Exhibit B – Cost Proposal – Bid Sheet