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Executive Summary
The City of Summit is soliciting proposals for 2025 Movie Events, spanning from January through December 2025. The selected vendor will provide entertainment services including a 14-foot diagonal LED movie screen with daytime viewability, onboard sound, a wireless mic setup, and all required equipment. Additionally, the vendor must provide a DJ to lead games, dances, and engage with children for one hour prior to each movie. Vendors must have at least three years of experience in delivering movie events and DJ services in recreation or school settings in New Jersey.
Proposals should include vendor contact information, a completed Vendor Response Form, a detailed description of all costs, and any additional documentation. Submissions are due by 4:00 pm on Wednesday, March 19, 2025, and can be sent to David Guida via email, fax, or hard copy. Inquiries must be submitted in writing by Wednesday, March 12, 2025. Contracts will be awarded with a “not-to-exceed” amount to be determined by the City.
Web Content
Bid Postings • RFP DCP 2025 Movie Programming- Responses due Skip to Main Content Create a Website Account - Manage notification subscriptions, save form progress and more. Website Sign In Search Government Services Community How Do I... Home Bid Postings Print Sign up to receive a text message or email when new bids are added! Print Bid Title: RFP DCP 2025 Movie Programming- Responses due 3-19-25 Category: City of Summit Status: Closed Publication Date/Time: 2/27/2025 12:00 AM Closing Date/Time: 3/19/2025 4:00 PM Related Documents: RFP DCP 2025 Movie Programming- Responses due 3-19-25 Return To Main Bid Postings Page Live Edit Smart911 Nixle Report a Concern FAQs Agendas & Minutes For Common Council and all boards and commissions Report a Concern For non-emergency service requests Notifications Sign up to get emergency and general information Make a payment Submit tax, sewer, parking and other payments online Get a permit For parking, Transfer Station, and more OPRA Request Request Open Public Records Act information Helpful Links Emergency Alerts Birth Certificates Report a Concern Construction Updates Employment Staff Directory Transit Schedules & Info City of Summit Webmail /QuickLinks.aspx Site Links Home Site Map Accessibility Copyright Notices Terms and Conditions /QuickLinks.aspx Contact Us City Hall 512 Springfield Avenue Summit, NJ 07901 Phone: 908-277-9400 Regular Hours: Monday through Friday 8:30 am to 4:30 pm Government Websites by CivicPlus® Loading Loading Do Not Show Again Close Arrow Left Arrow Right [] Slideshow Left Arrow Slideshow Right Arrow
Document Text
--- Document: RFP DCP 2025 Movie Programming- Responses due 3-19-25 --- - 1 - THE CITY OF SUMMIT N E W J E R S E Y SUMMIT DEPARTMENT OF COMMUNITY PROGRAMS THURSDAY, FEBRUARY 27, 2025 REQUEST FOR PROPOSAL MOVIE EVENTS The City of Summit is seeking written proposals for 2025 Movie Events, for a term from January through December 2025. The following list includes, but is not limited to, a general overview expected of the movie program. General: The vendor shall serve as the primary entertainment at our movie events. The entertainment should at a minimum include providing an 14 diagonal LED movie screen with daytime viewability and a pixel pitch of 4.81 with onboard sound and wireless mic set up, and all required equipment for the proper operation including 1000-watt speakers and a microphone for leading a pre-movie dance party. The entertainment package must also include a DJ who will lead games, dances and engage with the crowd (predominantly children) for one hour immediately prior to the advertised time of the start of the movie. • Vendor shall have a minimum of three years’ experience in delivering movie events and DJ services in recreation or school settings in New Jersey. A listing of prior experience with agency contact information shall be provided with the bid submission. • The vendor shall be responsible for providing all materials and equipment for the movie event and DJ service. • Any damages to the facility caused by the vendor will result in charges deducted from final payment. • The Summit DCP reserves the right to add or cancel movie, dates, and/or times and/or to alter the schedule at its discretion. Staff: • The lead staff provided for the program must be over the age of 21. • In addition to the lead staff person, there must be a DJ at each event • There must be a movie screen operator at the event. Schedule: • Full schedule is available under event dates below. • Any movies that are not held due to weather cancellation must be made up on a mutually agreed upon by the DCP and the vendor. Invoices • Invoices must be submitted to the DCP within 30 days of the date the event occurs. Event Dates may include, but are not limited to or guaranteed to include: • Thursday, July 3 - Movie - Rain 7/10 • Thursday, July 17 – Movie – Rain 7/24 • Thursday, July 31 – Movie – Rain 8/1 • Thursday, August 14 – Movie – Rain 8/22 • Thursday, August 28 – Movie – Rain 9/4 • Sunday, October 19 – Scream on the Green – Rain TBD Proposals should be submitted to David Guida via email at dguidajr@cityofsummit.org, fax at 908-277-2978, or hard copy at 100 Morris Ave, Summit, NJ, 07901 by 4:00 pm prevailing time, Wednesday, March 19, 2025. Proposals must contain full vendor contact information, completed Vendor Response Form, page 3 of this RFP, including a detailed description of all costs with breakdown if applicable, as well as any additional documentation to provide full information and description of proposed program, and NJ State Contract or approved New Jersey cooperative pricing system contract number and Vendor number if applicable. - 2 - The City may or may not award a contract as a result of this Request for Proposal and reserves the right to pursue alternative procurement methods pursuant to Local Public Contracts Law, N.J.S.A. 40A:11-1 et seq. Multiple contract awards may be made as a result of this RFP. Contracts will be awarded with a “not-to-exceed” amount to be determined by the City. The awarded not-to-exceed amount does not guarantee the full amount will be expended during the term of the contract. In the event all proposals result in cost/s in excess of the City’s current bid threshold without NJ State Contract or approved New Jersey cooperative pricing system contract, no contract will be awarded and the City will be required to formally bid this offering if the City chooses to proceed. If awarded, successful vendor will be required to provide a current completed IRS Form W-9, and comply with the requirements of any and all applicable Federal, State and local laws, regulations and requirements, including but not limited to: N.J.S.A. 10:5-31 et seq. and N.J.A.C. 17:27 (Affirmative Action); 42 USC S12101 et seq. (Americans w/ Disabilities Act); N.J.S.A. 52:32-44 (Business Registration), and any subsequent amendments thereto; and the City’s adopted minimum standard insurance requirements on page 4. Inquiries regarding this RFP must be submitted in writing to dguidajr@cityofsummit.org no later than Wednesday, March 12, 2025. - 3 - REQUEST FOR PROPOSAL: MOVIE PROGRAMMING VENDOR RESPONSE FORM Vendor Name Vendor Address Individual Completing Response Alternate Contact Phone Number Alternate Phone Number Email Alternate Email The program offerings that are selected by the Department of Community Programs (DCP) from responses to this RFP will be scheduled at the discretion of DCP and subject to facility availability between January 1, 2025 and December 31,2025. Should the DCP desire to scheduled additional events, the scheduling of additional program session/s may be offered if agreed to by the vendor below at the rates submitted in response to this RFP. Check yes or no. 2025 Season _____Yes, Vendor agrees to consideration of additional scheduling. _____No, Vendor does not agree to consider additional scheduling. Event Dates may include, but are not limited to or guaranteed to include: • Thursday, July 3 - Movie - Rain 7/10 • Thursday, July 17 – Movie – Rain 7/24 • Thursday, July 31 – Movie – Rain 8/1 • Thursday, August 14 – Movie – Rain 8/22 • Thursday, August 28 – Movie – Rain 9/4 • Sunday, October 19 – Scream on the Green – Rain TBD 14 foot LED Screen Rental The DCP will direct the vendor what size screen to use at each event, adhering to the pricing above. ___ Yes, I understand that in addition to the screen rental listed above, as a part of the price I agree to include all necessary and all required equipment for the proper operation including 1000-watt speakers and a microphone for leading a pre-movie dance party. ____ Yes, The entertainment package will also include a DJ who will lead games, dances and engage with the crowd (predominantly children) for one hour immediately prior to the advertised time of the start of the movie. - 4 - AS OF 5/17/16 RES #37367 Construction, Goods or Services: The coverage listed below must be provided through an insurance company which carries a minimum A.M. Best Rating of A, VIII. A certificate of insurance with a separate Additional Insured Endorsement shall be submitted to the City of Summit prior to the commencement of any work, and shall provide for thirty (30) days written notice of cancellation or reduction of coverage. a. General Liability, including Premises Operations, Products/Completed Operations, Personal and Advertising Injury Liability, Contractual Liability and Property Damage Liability Combined Single Limit of $1,000,000.00 Each Occurrence and a $2,000,000.00 General Aggregate and a $2,000,000.00 Products- Completed Operations Aggregate, with City of Summit to be named as additional insured using Forms CG2010 and CG2037 or their equivalents (a blanket additional insured endorsement is not an equivalent). The General Liability Policy may not contain a “third- party over action” exclusion, therefore a copy of the vendor’s general liability policy may be requested for review. Property damage coverage shall be extended to cover damage to underground wires, ducts, pipes, conduits, etc. b. Workers' Compensation and Employer's Liability Insurance Statutory Limits of Workers’ Compensation insurance shall be maintained in full force during the life of the contract, covering all employees engaged in performance of the contract pursuant to N.J.S.A. 34:15-12(a) and N.J.A.C. 12:235-1.6. Each subcontractor shall provide Statutory Limits of Workers' Compensation and Employer's Liability Insurance for the latter's employees, unless such employees are covered by the protection afforded by Contractor's insurance. Employers Liability Insurance shall have limits not less than $500,000 per accident. c. Automobile Liability Insurance to include “Non-Owned and Hired Automobiles” with City of Summit to be named as additional insured by endorsement. One person in any one occurrence .............................................................................................................................$500,000. Two or more persons in any one occurrence...........................................................................................................$1,000,000. Property damage in any one occurrence....................................................................................................................$250,000. OR Combined Single Limit................................................................................................................................................$1,000,000. The policies shall remain in effect until all work has been completed. The vendor shall ascertain the cost of all required insurance before preparing and submitting the bid. Certificates of the Required Insurance Certificates of Insurance for those policies required above shall be submitted to and accepted by the City of Summit before the contract can be fully executed. Such coverage shall be with an insurance company authorized to do business in the State of New Jersey and shall name the City of Summit as an additional insured. The certificate of General Liability insurance furnished by the vendor shall indicate that contractual liability is included. The certificate shall also state that the vendor’s insurance for general liability, public personal injury liability and property damage liability (in paragraph b. above) and automobile liability (in paragraph c. above) names the City of Summit as an additional insured. Self-insured contractors shall submit an affidavit attesting to their self-insured coverage and shall name the City of Summit as an additional insured. Insurance shall be issued on a primary and non-contributory basis; and a waiver of subrogation in favor of the City of Summit shall be included by endorsement. Indemnification Successful vendor shall indemnify and hold harmless the City of Summit, its officers, agents, and employees, from all claims, suits or actions and damages or costs of every name and description to which the City of Summit may be subjected or put by reason of injury to the person or property of another, or the property of the City of Summit, resulting from negligent acts or omissions on the part of the contractor, its agents, servants or subcontractors in the delivery of goods and services, or in the performance of the work under this contract.
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First Discovered
Mar 19, 2026
Last Info Update
Apr 30, 2026
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