Event Equipment Rental and Services

The vendor is required to provide that provide event equipment rental and services for various events coordinated by the city of department of special events.
- All equipment must be in clean, excellent condition and in good working order. rental equipment is for public use and must represent a positive image for the city
- Pricing submitted must be for “turn key” events and must include all costs of labor, materials, equipment, supplies, delivery, setup, tear-down, and associated costs.
- Provide equipment in the sizes and quantities listed on form s3 – pricing schedule.
- The city of makes no representation or guarantee that equipment will be requested for any or all of the events listed.
- Provide all labor, materials, equipment, and supplies required for services in a safe and legal manner.
- Contractor’s representative must attend all city pre-event planning meetings as requested.
- The contractor must have a trained and competent representative physically present on the event site during delivery, set up, tear-down, and removal of equipment; furthermore, a trained and competent representative must be “on call” and available 24 hours per day, seven days per week, for the week preceding the event and, on the date, (s) of the event.
- To be considered for award, bidders must guarantee a 90-minute response time for emergency equipment changes and substitutions. contractor must provide adequately trained staff for such emergency equipment changes and substitutions.
- Contractor must have adequate air dryers, vacuums, inventory, and resources to respond quickly, professionally, efficiently, and effectively should changes and substitutions be required.
- All linens, tents, tent sides, and chairs must be clean, colorful, bright, and in excellent condition.
- Risers must be in good repair and working order and must be professionally installed so as to avoid personal injury.
- All outdoor tents must be constructed of fire-resistant materials.
- All stakes, if used, must have protective caps; all stake holes must be filled upon removal with a filler of the same material in which the stake was placed.
- All tents must be cleaned after installation and immediately prior to the event.
- All tents, stages, and risers must have the items necessary to make them safe and secure.
- Equipment must be inspected by the contractor and a city representative prior to the event; the contractor must correct, repair, replace, or otherwise remedy any defects, tears, and other noted deficiencies.
- All deliveries and removals must be coordinated with city representatives.
- Provide adequate staffing to operate bounce houses/inflatables; staff must remain with the bounce houses and inflatables to monitor their safe operation for the duration of the event.
- Bounce houses and inflatables must be in good working order with no rips, tears, or worn areas; they must be bright, clean, and free of any visible mold or mildew.
- Bounce houses and inflatables with mildew/mold odor will be unacceptable to the city, even in the absence of visible mold or mildew.
- Bounce houses may not be used during rain. if wind becomes excessive (>20 mph), all bouncers must be removed and bounce house must be deflated.
- If anchors become loose during operation of bounce houses and inflatables, activity must cease immediately until anchors have been securely replaced.
- All laws, standards, and industry safe practices must be followed at all times of bounce houses and inflatables operation.
- Equipment must be delivered and picked up at the time that it is stated on the agreement.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: March 12, 2025