The vendor is required to provide set up and takedown event equipment rental for events, conferences, meeting on an “as needed” basis over the term of the contract.
- Agency has a variety of learning spaces (classrooms, learning studios, labs seminar rooms, meeting rooms, lounge areas, library, conference spaces, gymnasiums, etc.) workspaces (open concept, small and executive offices) and other spaces where rentals may be required and utilized.
• Learning spaces at agency are classified as formal and informal learning spaces.
• Formal learning spaces include, but are not limited to, classrooms, learning studios, seminar/meeting rooms, and labs.
• Informal learning spaces include, but are not limited to, the library, lounge areas, common areas, and learning commons, gymnasiums, and conference and performance spaces.
• Learning commons are informal areas that can be enclosed, such as the nova chemicals learning common, or open, such as the canvas energy learning common.
• These areas are designed for flexible configurations to support various learning activities or events.
• Learning studios are flat-floor classroom spaces designed for flexible configurations to support a variety of learning activities.
• Agency learning studios are typically furnished with movable tables and chairs on castors.
• Classrooms are traditional learning spaces with flat floors, furnished with student desks and chairs.
• Lounge areas are informal, usually enclosed spaces used for various purposes such as studying and socializing (e.g., staff lounge and informal learning lounge).
• Common areas are informal, open, and public spaces at agency, such as hallways, front entrance, and open forum areas.
- Equipment requirements
1. Tables and chairs
• Tables for events include, but not limited to, are of various material and shapes.
• Wood or plastic tabletops are commonly used.
• Chairs of various materials, types and flexibility will vary depending on the location and purpose.
• The specifications for some of the tables and chairs that have been utilized in many events are:
o Tables: small or tall square, small or high-top cocktail, 6’ or 8’ rectangle and 5’ or 6’ round tables.
o Chairs: foldable and non-foldable but stackable.
o Hard back or cushioned backs and seats.
o Zip tie availability for fire code compliance or use in long lines or large quantities.
2. Linens
• Linens of various sizes, shapes, colors are required based on the type of event.
• Table runners and skirts are to match the size of tables requested.
• Napkins of various sizes, colors, and material are cloth (not paper) foldable and washable.
• Based on the type of event disposable napkins may be required in various sizes and colors.
3. Pipe and drape
• Common sizes such as 3’,6’,8’,10’,12’,16’ and 20’, that come in various colors, thickness such as sheer, light, and heavy levels.
4. Stage and staging pieces
• Stages of various heights, with legs to accommodate small, such as small 8’ x 8’ to large 48’ x 20’ platforms with matching pieces and skirts.
• Safety rails and steps to accommodate the size of stage.
• Ramps to accommodate mobility accessibility on an as needed basis.
5. Miscellaneous equipment and accessories
• Tents in both large and medium style for outdoors.
• Small or medium-sized indoor/outdoor tents such as 8’ x 8’, 10’ x 10’ or 12’ x 12’.
• Pancake mixes with required utensil, bowls mixing buckets of various sizes.
• Propane grills, griddles and tanks (filled and secure).
• Wine, beer, mixed/highball glasses with racks.
• Portable bar setups.
• Carpet runners in various sizes, lengths and colors.
• Black tape and colorful rope stanchions.
• Coat racks with hangers.
• S-hooks and hanging hooks.
- Contract Period/Term: 2 years
- Questions/Inquires Deadline: May 22, 2025