1-2602-040 RFP Event Rentals.pdf

CITY OF FRISCO REQUEST FOR PROPOSAL NO. 2602-040

EVENT RENTALS

PROPOSALS ARE DUE TO THE OFFICE OF

THE PURCHASING MANAGER PRIOR TO:

March 26, 2026

@ 2:00PM CT

NO LATE SUBMITTALS WILL BE ACCEPTED.

VIRTUAL BID OPENING:

Click Here to Join Meeting ID: 236 902 206 369 69 Passcode: cF2FR3i2

Need help? | System reference Dial in by phone +1 469-445-0737,,631519400# United States, Dallas

(877) 366-1298,,631519400# United States (Toll-free) Find a local number Phone conference ID: 631 519 400#

Questions are to be sent to purchasing@friscotexas.gov prior to:

MARCH 19, 2026 @ 4:00PM CT

Bids must be supplied on CD or flash drive along with an original or submitted electronically via Bonfire, https://friscotexas.bonfirehub.com.

For CD/flash drive and hard copy submittals, deliver or mail to:

CITY OF FRISCO

STEVE CONE

PURCHASING MANAGER

6101 FRISCO SQUARE BLVD

FRISCO, TX 75034

For additional information concerning this Bid please contact:

Steve Cone, NIGP-CPP, CPPB Purchasing Manager scone@friscotexas.gov 972 292 5542

Kelsey Luce, NIGP-CPP, CPPB Senior Buyer kluce@friscotexas.gov 972 292 5541 https://teams.microsoft.com/meet/23690220636969?p=XAifD5QubRvu0frEdu https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODQxMGIyZWUtOGM1Ni00M2E0LThlNjctYzg1MWVlMDJhYjI4%40thread.v2/0?context=%7b%22Tid%22%3a%221946996a-f93f-4eb6-b620-0109ab3b573d%22%2c%22Oid%22%3a%226b08396b-219a-4c3c-9a04-c37fc838664b%22%7d tel:+14694450737,,631519400 tel:8773661298,,631519400 https://dialin.teams.microsoft.com/33cfe68e-9eb8-4895-8e61-09ef1f3f4b2b?id=631519400 mailto:purchasing@friscotexas.gov https://friscotexas.bonfirehub.com/portal mailto:scone@friscotexas.gov mailto:kluce@friscotexas.gov

REQUEST FOR PROPOSAL #2602-040

PROPOSAL MUST SUBMIT ORIGINAL PROPOSAL PLUS DIGITAL COPY ON CD OR

FLASHDRIVE TO FACILITATE EVALUATION UNLESS SUBMITTING ELECTRONICALLY

THROUGH BONFIRE.

It is the policy of the City to involve small businesses and qualified minority/woman owned businesses to the greatest extent possible in the procurement of goods, equipment, services, and construction projects.

The solicitation documents are available through Bonfire and vendors may register at https://friscotexas.bonfirehub.com/portal. Note that proposals must be received on Bonfire by the due date and time in order to be considered. Any proposal that is not received on time will not be considered. Submitting proposals via the Bonfire website is not mandatory, hard copy and cd/flash drive submittal in accordance with these solicitation specifications will also be accepted. Proposal submissions and registration are free of charge, for more information on being a vendor visit the vendor portal at the link provided above.

PROPOSALS MUST BE RECEIVED ON MARCH 26, 2026, BY 2:00 PM CENTRAL TIME (CT)

BY THE PURCHASING MANAGER. NO PROPOSAL WILL BE ACCEPTED AFTER THAT

DATE AND TIME. ALL PROPOSALS RECEIVED AFTER THIS DATE AND TIME WILL BE

CONSIDERED NON-RESPONSIVE.

Proposals will be publicly opened and read aloud at the Frisco City Hall located at 6101 Frisco Square Blvd., Frisco, Texas 75034 on March 26, 2026, at 2:05 PM CT or online via Microsoft Teams.

Write the request for proposal number, 2602-040, name of bid, EVENT RENTALS, and the name of your organization on the outer envelope.

Proposals are to be submitted in accordance with the attached City specifications and the “General Conditions of Bidding” attached hereto. Each proposer is required to fill in every blank;

failure to do so may be used as a basis for rejection of a bid. The City reserves the right to reject any or all bids, to waive formalities, or to proceed otherwise when in the best interest of the City.

The City will have the right and option to terminate the contract upon thirty (30) days written notice.

The successful proposer may be required to execute a written contract.

https://friscotexas.bonfirehub.com/portal

GENERAL CONDITIONS OF PROPOSER

1. INSTRUCTIONS: These instructions apply to all proposals and become a part of the terms and conditions of any proposal submitted and any agreement entered into subsequent thereto, unless exception is taken in writing by proposer when submitting proposal.

PROPOSALS

2. FORM: Proposer must submit original hard copy and a digital copy on CD or Flashdrive of the sealed Proposal/written quote/proposal or submit electronically via bonfire to the Director of Administrative Services prior to response due date/time. Failure to submit the additional copies may result in the Proposal being declared non responsive to specification and may not be further evaluated.

3. PRICING: Price(s) quoted must be held firm for a minimum of ninety (90) days from the date of Proposal closing. In the case of estimated requirement contract Proposal, the prices must remain firm for the period as specified in the Proposal. “Discount from list” Proposals are not acceptable unless specifically requested in the Proposal.

4. QUANTITIES: In the case of estimated requirements contract Proposal, quantities appearing are estimated as realistically as possible. However, the City reserves the right to increase, decrease or delete any item or items of material to be furnished while continuing to pay the price quoted on this Proposal regardless of quantity. The successful Proposer shall have no claim against the City for anticipated profits for the quantities called for, diminished, or deleted.

5. ERROR-QUANTITY: Proposals must be submitted on units of quantity specified, extended, and show total. In the event of discrepancies in extension, the unit prices shall govern.

6. F.O.B./DAMAGE: Quotations shall be proposed F.O.B. delivered to the designated

Municipal Facility, Frisco, Texas and shall include all delivery and packaging costs. The City assumes no liability for goods delivered in damaged or unacceptable condition. The successful Proposer shall handle all claims with carriers, and in case of damaged goods, shall ship replacement goods immediately upon notification by the City.

7. DELIVERY PROMISE-PENALTIES: Proposals MUST show the number of calendar days required to place the material in the possession of the City. Do not quote shipping dates.

When delivery delay can be foreseen, the Proposer shall give prior written notice to the City, who shall have the right, in its sole discretion, to extend the delivery date if reasons for delay appear acceptable. Default in promised delivery, without acceptable reasons, or failure to meet specifications, authorizes the City to purchase the goods elsewhere, and charge any increase in cost and handling to the defaulting Proposer.

8. PROPOSER SHALL PROVIDE: With this Proposal response, the Proposer shall provide all documentation required. Failure to provide this information may result in rejection of Proposal

9. ALTERING/WITHDRAWAL OF PROPOSALS: Proposals cannot be altered or amended after submission deadline. The signer of the Proposal, guaranteeing authenticity, must initial any interlineations alteration, or erasure made before opening time. No Proposal may be withdrawn after opening time without first submitting a written reason to the Director of Administrative Services and obtaining the Director of Administrative Services’ approval.

10. PRESENTATION OF PROPOSALS: No oral, telegraphic, telephonic, e-mailed, or facsimile Proposals will be considered at this time. All Proposals must be submitted in a sealed envelope.

11. CORRESPONDENCE: This Proposal number must appear on ALL correspondence, inquiries, Proposal submittal documents, etc. pertaining to this Invitation for Proposal.

12. ADDENDA: Any interpretations, corrections or changes to this Invitation for Proposal and specifications will be made by addenda. Sole issuing authority of addenda shall be vested in the City of Frisco Purchasing Division. An attempt will be made to mail, fax, or e-mail any addenda to all who are known to have received a copy of this Invitation for Proposal.

Proposers shall acknowledge receipt of all addenda in the designated area on the Proposal document. It is the responsibility of the Proposer to ensure receipt of all addenda and to include the changes in this Proposal document.

13. LATE PROPOSALS: Proposals received by the City after submission deadline shall be returned unopened and will be considered void and unacceptable. The City is not responsible for lateness of mail, carrier, etc.

14. PROPOSAL OPENINGS: All Proposals submitted will be read at the City’s regularly scheduled Proposal opening for the designated project. However the reading of a Proposal at Proposal opening should not be construed as a comment on the responsiveness of such Proposal or as any indication that the City accepts such Proposal as responsive.

The City will make a determination as to the responsiveness of Proposals submitted based upon compliance with all applicable laws, City of Frisco Purchasing Guidelines, and project documents, including but not limited to the project specifications and contract documents. The City will notify the successful Proposer upon award of the contract and according to state law; all Proposals received will be available for inspection at that time, unless otherwise provided by law.

15. PROPOSAL TABULATION: Proposers desiring a copy of the proposal tabulation may request it by emailing Purchasing@friscotexas.gov and referencing the request for proposal number. RESULTS WILL NOT BE GIVEN BY TELEPHONE. You can also download a copy through Bonfire or on our website, www.friscotexas.gov. If you have any questions, please contact the City of Frisco, Purchasing Division, at purchasing@friscotexas.gov.

16. PROTESTS: All protests regarding the Proposal solicitation process must be submitted in writing to the City within five (5) working days following the opening of Proposals. This includes all protests relating to advertising of Proposal notices, deadlines, Proposal mailto:Purchasing@friscotexas.gov http://www.friscotexas.gov/ mailto:purchasing@friscotexas.gov opening, and all other related procedures under the Local Government Code, as well as any protests relating to alleged improprieties or ambiguities in the specifications.

This limitation does not include protests relating to staff recommendations as to award of this Proposal. Protests relating to staff recommendations may be directed to the Director of Administrative Services within five (5) days of the staff recommendation memo. Unless otherwise provided by law, all staff recommendations will be made available for public review prior to consideration by the City Council.

17. PROPOSAL AWARD: The City reserves the right to award a separate contract to separate Proposers for each item/group or to award one contract for the entire Proposal.

Unless stipulated in the attached Proposal specifications, the contract will be awarded to the lowest responsible Proposer or to the Proposer who provides the goods or services specified herein at the best value for the City in compliance with Texas Local Government Code, Section 252.043.

18. CHANGE ORDERS: No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the resulting contract. All change orders to the contract will be made in writing by the City.

PERFORMANCE

19. MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE BIDDERS: A prospective bidder must affirmatively demonstrate bidder's responsibility. A prospective bidder must meet the following requirements:

A. Have adequate financial resources or the ability to obtain such resources as required;

B. Be able to comply with the required or proposed delivery schedule;

C. Have a satisfactory record of performance;

D. Have a satisfactory record of integrity and ethics; and E. Be otherwise qualified and eligible, as determined by the City, to receive an award.

The City may request representation and other information sufficient to determine Proposer's ability to meet these minimum standards listed above.

20. ASSIGNMENT: The successful Proposer shall not sell, assign, transfer or convey this contract in whole or in part, without the prior written consent of the City.

21. SPECIFICATION-SAMPLES: Any catalog, brand name, or manufacturer's reference used is considered to be descriptive, not restrictive, and is indicative of the type and quality the City desires to purchase. Proposals on brands of like nature and quality may be considered unless specifically excluded. If proposing on other than reference, Proposal must certify article offered is equivalent to specifications and it is subject to approval by the using department and the Purchasing Division. Samples, if required, shall be furnished free of expense to the City. SAMPLES SHOULD NOT BE ENCLOSED WITH

PROPOSAL UNLESS REQUESTED.

22. TESTING: An agent so designated, by the City, without expense to the City, may perform testing at the request of the City or any participating entity.

23. PACKAGING: Unless otherwise indicated, items will be new, unused, and in first class condition in containers suitable for damage-free shipment and storage.

24. DELIVERY: Deliveries will be acceptable only during normal working hours at the designated City Municipal Facility. The place of delivery shall be set forth in the purchase order. The terms of this agreement are “no arrival, no sale”.

25. TITLE AND RISK OF LOSS: The title and risk of loss of goods shall not pass to the City until the City actually receives and takes possession of the goods at the point(s) of delivery.

26. PATENT RIGHTS: The Proposer agrees to indemnify and hold the City harmless from any claim involving patent right infringement or copyrights on goods supplied.

PURCHASE ORDERS AND PAYMENT

27. PURCHASE ORDERS: A purchase order(s) shall be generated by the City Director of

Administrative Services to the successful Proposer. The purchase order number must appear on all itemized invoices and packing slips. The City will not be held responsible for any work orders placed and/or performed without a valid current purchase order number. Payment will be made for all services rendered and accepted by the contract administrator for which a valid invoice has been received.

28. PROPOSAL SECURITY/BOND REQUIREMENTS: If required, Proposal security shall be submitted in the same manner as your proposal. Any electronic submittals will require the vendor to provide the original hard copy within three (3) business days of the notification of intent to award. Any Proposal submitted without bond or cashiers/certified check, where required, shall be considered non-responsive and will not be considered for award.

Performance and/or payment bonds, when required, shall be submitted to the City, prior to commencement of any work pursuant to the agreement provisions.

29. FUNDING: The City is a home-rule municipal corporation operated and funded on an

October 1 to September 30 basis, accordingly, the City reserves the right to terminate, without liability to the City, any contract for which funding is not available.

30. TAXES: The City is exempt from Federal Manufacturer's Excise, and State sales taxes.

TAX MUST NOT BE INCLUDED IN PROPOSAL PRICING. Tax exemption certificates will be executed by the City and furnished upon request by the Finance Division.

31. PAYMENT TERMS: Payment terms are Net 30 unless otherwise specified by the City in this document. Prompt payment discounts may be used by the City in determining the lowest responsible Proposer.

32. INVOICES: Invoices must be submitted by the successful Proposer to:

accountspayable@friscotexas.gov

CONTRACT

mailto:accountspayable@friscotexas.gov

33. CONTRACT PERIOD/RENEWAL OPTIONS: In the case of an annual contract, the contract shall be for a predetermined period as specified in the Invitation for Proposals. If a clause for option to renew for additional period(s) is (are) included, renewal(s) will be based solely upon the option and written agreement between both the City and the Contractor. Either party dissenting will terminate the contract in accordance with its initial specified term.

34. INTERLOCAL AGREEMENT: Successful bidder agrees to extend prices to all entities that have entered into or will enter into joint purchasing Interlocal Cooperation Agreements with the City. The City is a participating member of the Collin County Governmental Purchasing Forum (the “Forum”). As such, the City has executed Interlocal Agreements, as permitted under Section 791.025 of the Texas Government Code with certain other governmental entities in Collin County authorizing participation in a cooperative purchasing program. The successful bidder may be asked to provide products/services, based upon bid price, to any other participant in the Forum.

35. AUDIT: The City reserves the right to audit the records and performance of successful Proposer during the term of the contract and for three (3) years thereafter.

36. SUCCESSFUL PROPOSER SHALL: Defend, indemnify and save harmless the City and all its officers, Managers and employees and all entities, their officers, Managers and employees who are participating in this contract from all suits, actions or other claims of any character, name and description brought for or on account of any injuries, including death, or damages received or sustained by any person, persons, or property on account of any negligent act or fault of the successful Proposer, or of any Manager, officer, director, representative, employee, subcontractor or supplier in the execution of, or performance under, any contract which may result from Proposal award. Successful Proposer shall pay any judgment with cost which may be obtained against the City and participating entities growing out of such injury or damages.

36. TERMINATION FOR DEFAULT: The City reserves the right to enforce the performance of this contract in any manner prescribed by law or deemed to be in the best interest of the City in the event of breach or default of this contract. The City reserves the right to terminate the contract immediately in the event the successful Proposer fails to: (1) meet delivery schedules; or (2) otherwise performs in accordance with these specifications.

Breach of contract or default authorizes the City to, among other things, award to another Proposer, purchase elsewhere and charge the full increase in cost and handling to the defaulting successful Proposer.

37. ACCEPTABILITY: All articles enumerated in the Proposal shall be subject to inspection by a City officer or employee designated for the purpose. If found inferior to the quality called for, or not equal in value to the specifications, deficient in workmanship or otherwise, this fact shall be certified to the Director of Administrative Services who shall have the right to reject the whole or any part of the same. Work determined to be contrary to specifications must be replaced by the Proposer and at its expense. All disputes concerning quality of supplies utilized in the performance of this Proposal will be determined solely by the City Director of Administrative Services or designated representative.

38. REMEDIES: The successful Proposer and the City agree that each party has all rights, duties, and remedies available as stated in the Uniform Commercial Code and any other available remedy, whether in law or equity.

39. VENUE: This contract will be governed and construed according to the laws of the State of Texas. This contract is performable in Collin County, Texas.

40. SILENCE OF SPECIFICATION: The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications shall be made on the basis of this statement.

41. NO PROHIBITED INTEREST: The Proposer acknowledges and represents they are aware of the laws and City Charter regarding conflicts of interest. The City Charter states in part that "No officer, whether elected or appointed, or any employee, whether full or part time, of the City shall have a substantial financial interest, direct or indirect, in any contract, other than employment contracts, with the City; or have a substantial financial interest, direct or indirect in the sale to the City of any land, materials, supplies or services."

42. FORCE MAJEURE: If, by reason of Force Majeure, either party hereto shall be rendered unable wholly or in part to carry out its obligations under this contract, then such party shall give notice and full particulars of such Force Majeure in writing to the other party within a reasonable time after occurrence of the event or cause relied upon, and the obligation of the party giving such notice, so far as it is affected by such Force Majeure, shall be suspended during the continuance of the inability then claimed, except as hereinafter provided, but for no longer period, and such party shall endeavor to remove or overcome such inability with all reasonable dispatch. The term Force Majeure as employed herein, shall mean acts of God, strikes, lockouts, or other industrial disturbances, act of public enemy, orders of any kind of government of the United States or the State of Texas or any civil or military authority, insurrections, riots, epidemics, landslides, lightning, earthquake, fires, hurricanes, storms, floods, washouts, droughts, arrests, restraint of government and people, civil disturbances, explosions, breakage or accidents to machinery, pipelines, or canals, or other causes not reasonable within the control of the party claiming such inability. It is understood and agreed that the settlement of strikes and lockouts shall be entirely within the discretion of the party having the difficulty, and that the above requirement that any Force Majeure shall be remedied with all reasonable dispatch shall not require the settlement of strikes and lockouts by acceding to the demands of the opposing party or parties when such settlement is unfavorable in the judgment of the party having the difficulty.

43. DISCLOSURE OF CERTAIN RELATIONSHIPS: Effective January 1, 2006, Chapter 176 of the Texas Local Government Code requires that any vendor or person considering doing business with a local government entity disclose in the Questionnaire Form CIQ, the vendor or person’s affiliation or business relationship that might cause a conflict of interest with a local government entity. By law, this questionnaire must be filed with the records administrator of the City of Frisco not later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.006, Local Government Code. A person commits an offense if the person violates

Section 176.006, Local Government Code. An offense under this section is a Class C misdemeanor. Chapter 176 and the questionnaire may be found at www.friscotexas.gov.

By submitting a response to this request, vendor represents that it is in compliance with the requirements of Chapter 176 of the Texas Local Government Code.

By submitting a response to this request, vendor represents that it is in compliance with the requirements of Chapter 176 of the Texas Local Government Code.

44. PREVAILING WAGE RATES: Contractors are required to pay not less than the rates determined using the prevailing wage rate as determined by the United States Department of Labor in accordance with the Davis-Bacon Act (40 U.S.C. Section 276a et seq.), and its subsequent amendments, to a worker employed by it in the execution of a contract for the construction of a public work, including a building, highway, road, excavation, and repair work or other project development or improvement, paid for in whole or in part from public funds, without regard to whether the work is done under public supervision or direction.. Contractors are required to comply with Texas Government Code, Chapter 2258, Prevailing Wage Rates. A worker is employed on a public work if the worker is employed by the contractor or any subcontractor in the execution of the contract for the project.

45. APPLICABLE LAW: Contractor shall comply with all federal, state and Frisco laws, statutes, ordinances, regulations and policies, as they exist, may be amended or in the future arising, applicable to Contractor and its work in or around the Facility. Contractor shall ensure that its officers, employees, agents, contractors and other parties performing services for or on behalf of Contractor comply with all applicable laws, statutes, ordinances, regulations and policies.

46. STORMWATER REQUIREMENTS: Contractor shall implement best management practices (BMPs) to prevent storm water pollution to the maximum extent practicable in accordance with the current City of Frisco Storm water Ordinance (11-11-52). These BMPs include:

• Performing regular inspections and maintenance on vehicles and equipment to prevent fluid leaks.

• Implementing standard operating procedures (SOPs) for spill prevention and cleanup.

• Training and equipping all employees who are present on City property in appropriate actions in accordance with the SOP.

• Implementing proper material handling BMPs for transportation and storage.

• Implementing proper waste disposal BMPs.

47. ERTIFICATE OF INTERESTED PARTIES (FORM 1295): In 2015, the Texas Legislature adopted House Bill 1295, which added section 2252.908 of the Government Code. The law states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The law applies only to a contract of a governmental entity or state agency that either (1) requires an action or vote by the governing body of the entity or agency before the contract may be signed or (2) has http://www.friscotexas.gov/ http://www.legis.state.tx.us/tlodocs/84R/billtext/html/HB01295F.htm a value of at least $1 million. The disclosure requirement applies to a contract entered into on or after January 1, 2016.

The Texas Ethics Commission was required to adopt rules necessary to implement that law, prescribe the disclosure of interested parties form, and post a copy of the form on the commission’s website. The commission adopted the Certificate of Interested Parties form.

(Form 1295) on October 5, 2015. The commission also adopted new rules (Chapter 46) on November 30, 2015, to implement the law.

Filing Process:

Within ten days of being notified of award of a contract by the City of Frisco, the successful vendor (business entity) must use the Texas Ethics Commission’s web application, https://www.ethics.state.tx.us/File/, to enter the required information on Form 1295 and print a copy of the completed form, which will include a certification of filing that will contain a unique certification number. An authorized agent of the business entity must sign the printed copy of the form and have the form notarized. The completed Form 1295 with the certification of filing must be provided to the City of Frisco Purchasing division (within 10 days of being notified of award of a contract).

The City of Frisco is required to notify the commission, using the commission’s filing application, of the receipt of the filed Form 1295 with the certification of filing not later than the 30th day after the date the contract binds all parties to the contract. The commission will post the completed Form 1295 to its website within seven business days after receiving notice from the governmental entity or state agency.

48. CHAPTER 2270 CERTIFICATION

In accordance with Chapter 2270 of the Texas Government Code, Consultant hereby certifies that Consultant (a) does not boycott Israel; and (b) will not boycott Israel during the term of any contract with City, including during the term of this Agreement.

49. PROPRIETARY DATA - Bidder may, by written request, indicate as confidential any portion(s) of a bid that contain proprietary information, including manufacturing and/or design processes exclusive to the vendor. The City of Frisco will protect from public disclosure such portions of a bid unless directed otherwise by legal authority including the existing Texas Public Information Act.

https://www.ethics.state.tx.us/File/

CITY OF FRISCO CONTRACTOR INSURANCE REQUIREMENTS

Contractors providing good, materials and services for the City of Frisco shall, during the term of the contract with the City or any renewal or extension thereof, provide and maintain the types and amounts of insurance set forth herein. All insurance and certificate(s) of insurance shall contain the following provisions:

1. Name the City, its officers, agents, representatives, and employees as additional insureds as to all applicable coverage with the exception of workers compensation insurance.

2. Provide for at least thirty (30) days prior written notice to the City for cancellation, non-renewal, or material change or modification of any policies, evidenced by return receipt or United States Mail. The words “endeavor to” and “but failure” (to end of sentence) are to be eliminated from the Notice of Cancellation provision on standard ACORD certificates.

3. Provide for a waiver of subrogation against the City for injuries, including death, property damage, or any other loss to the extent the same is covered by the proceeds of insurance.

4. Endorsement applicable to each policy provided.

Insurance Company Qualification: All insurance companies providing the required insurance shall be authorized to transact business in Texas and rated at least “A” by A.M. Best’s Key Rating Guide, or other equivalent rating service(s).

Certificate of insurance: A certificate of insurance evidencing the required insurance shall be submitted after award. If the contract is renewed or extended by the City, a certificate of insurance shall also be provided to the City prior to the date the contract is renewed or extended.

Type of Contract Type and amount of Insurance

Special Events General Liability insurance for personal injury

(including death) and property damage with a minimum of $2 Million Dollars per occurrence and $4 Million Dollars aggregate, including coverage for advertising injury and products coverage

Statutory Workers compensation insurance as required by state law

(If the contractor serves alcoholic beverages) Liquor Liability with a minimum of $1 Million Dollars per Occurrence and $2 Million Aggregate.

(If high risk or dangerous activities) Umbrella Coverage or Liability Excess Coverage of $ 2 Million Dollars

(If automobile or limousine service is involved even if volunteers) Automobile Liability with a minimum of $1 Million Dollars combined single limit.

Public Works and Construction General Liability insurance for personal injury

(including death) and property damage with a minimum of $2 Million Dollars per occurrence and $4 Million Dollars aggregate, including advertising injury, products coverage and (XCU) Explosion, collapse and underground (If high risk or dangerous activities) Umbrella Coverage or Excess Liability Coverage of $2 Million Dollars

Statutory Workers compensation insurance as required by state law

Professional Services Professional Liability Insurance with a minimum of

$1 Million Dollars per occurrence and $2 Million Dollars aggregate.

(If size or scope of project warrant) Umbrella Coverage or Excess Liability Coverage of $2 Million Dollars

Statutory Workers compensation insurance as required by state law

SAMPLE ON FOLLOWING PAGE

Supplemental Information

Texas Government Code Section 2252.002 Non-resident Bidders A governmental entity may not award a governmental contract to a nonresident bidder unless the nonresident underbids the lowest bid submitted by a responsible resident bidder by an amount that is not less than the amount by which a resident bidder would be required to underbid the nonresident bidder to obtain a comparable contract in the state in which the nonresident’s principal place of business is located.

In order to make this determination, please answer the following questions:

1. Address and phone number of your principal place of business:

2. Name and address of principal place of business, and phone number of your company's majority owner:

3. Name and address of principal place of business, and phone number of your company's ultimate parent company:

MINORITY/WOMAN-OWNED BUSINESS PARTICIPATION

It is the policy of the City of Frisco to involve small businesses and qualified minority/women-owned businesses to the greatest extent possible in the procurement of goods, equipment, services and construction projects. To assist us in our record keeping, please list below the names of the minority or woman-owned firms you would be utilizing in this bid, and note the monetary involvement:

NAME OF FIRM TELEPHONE # $ INVOLVEMENT

SUPPLEMENTAL INFORMATION

Please provide the following information for contract development.

Is your firm?

1. Sole Proprietorship YES NO

2. Partnership YES NO

3. Corporation YES NO

If company is a sole proprietorship, list the owner's full legal name:

If company is a partnership, list the partner's full legal name(s):

If company is a corporation, list the full legal name as listed on the corporate charter:

Is this firm a minority, or woman-owned business enterprise?

NO YES If yes, specify ( ) MBE ( ) WBE

Has this firm been certified as a minority/woman-owned business enterprise by any governmental agency? NO YES

If yes, specify governmental agency:

Date of certification:

Authorized Signatory (Officer or representative vested with the powers to commit the organization to a binding agreement):

Name: ____________________________ Title: ____________________________

AFFIDAVIT OF NO PROHIBITED INTEREST

THE STATE OF _____________ §

THE COUNTY OF ___________ §

I, __________________, a member of the Contractor team, make this affidavit and hereby under oath state the following:

I, and/or a person or persons related to me, have the following interest in a business entity that would be affected by the work or decision on the Project (Check all that apply):

Ownership of ten percent (10%) or more of the voting shares of the business entity.

Ownership of Twenty Five Thousand and 00/100 Dollars ($25,000) or more of the fair market value of the business entity.

Funds received from the business entity exceed ten percent (10%) of my income for the previous year.

Real property is involved, and I have an equitable or legal ownership with a fair market value of at least Twenty Five Thousand and 00/100 Dollars

($25,000).

A relative of mine has a substantial interest in the business entity or property that would be affected by my business decision of the public body which I am a member.

Other:

None of the Above.

Upon filing this affidavit with the City of Frisco, Texas, I further affirm that no relative of mine, in the first degree by consanguinity or affinity, as defined in Chapter 573, TEX. GOV’T CODE, as amended, is a member of a public body which took action on the agreement.

Signed this __ day of ______________, __________.

Signature of Official/Title

BEFORE ME, the undersigned authority, this day personally appeared _____________________, and on oath stated that the facts hereinabove stated are true to the best of his/her knowledge or belief.

Sworn to and subscribed before me on this day of ___________, __________.

Notary Public in and for the State of _____________

My commission expires: ______________________

Contract Risk Assessment Questionnaire Required Submittals

1. Has your business/company/organization filed for bankruptcy within the last five (5) years?

Yes No If so, please enclose details.

2. Has your business/company/organization ever had a contract for the general type of services/product sought by the City terminated for non-compliance or inadequate performance?

Yes No If yes, please enclose details.

3. Has your business/company/organization ever defaulted on a contract for the general type of services/product being sought by the City?

4. In the last five (5) years has there been or is there now pending any litigation, arbitration, governmental proceeding or regulatory proceeding involving claims in excess of $100,000 with respect to the performance of any services or the provision of any product by your business/company/organization?

5. Has your business/company/organization fulfilled all of its obligations relating to the payment of City taxes, fees, or other obligations if applicable?

Yes No If no, please enclose details.

6. In the last five (5) years, has your business/company/organization, been or currently involved in any action, audit or investigation brought by any federal government agency or authority or by any state or local governmental agency?

7. In the last five (5) years, has your business/company/organization been debarred or suspended for any reason by any federal, state or local government or has refrained from bidding on a project due to an agreement with such governmental agency?

Yes No If yes, please attach a full explanation.

8. In the past five (5) years, has your business/company/organization had its surety called upon to complete any contract, whether government or private sector?

9. In the past five (5) years, has your business/company/organization had a revocation, suspension or disbarment of any business or professional permit and/or license?

10. Has your firm or any of its owners, officers or partners ever been convicted of a federal or state crime of fraud, theft, or any other act of dishonesty?

Yes No If “yes,” identify on a separate signed page the person or persons convicted, the court (the City if a state court, the district or location of the federal court), the year and the criminal conduct.

11. In accordance with Chapter 2270 of the Texas Government Code, do you certify that your business/company/organization (a) does not boycott Israel; and (b) will not boycott Israel during the term of any contract with City?

Yes No

12. In accordance with Chapter 809 of the Texas Government Code, do you certify that your business/company/organization (a) does not boycott energy companies; and

(b) will not boycott energy companies during the term of any contract with City?

Yes No

13. In accordance with Chapter 2274 of the Texas Government Code, do you certify that your business/company/organization does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association; and (b) will not discriminate against a firearm entity or firearm trade association during the term of any contract with the City? Yes No

Signature

THE UNDERSIGNED HEREBY CERTIFIES THAT THE RESPONSES PROVIDED ARE

CORRECT AND TRUTHFUL TO THE BEST OF MY KNOWLEDGE AND FOR THOSE

RESPONSES GIVEN WHICH ARE BASED ON INFORMATION AND BELIEF, THOSE

RESPONSES ARE TRUE AND CORRECT BASED ON MY PRESENT BELIEF AND

INFORMATION. THE UNDERSIGNED HEREBY AGREES ON BEHALF OF HIS/HER

BUSINESS/COMPANY/ORGANIZATION THAT THE CERTIFICATIONS SET FORTH IN

SECTIONS 11-13 ABOVE SHALL BE INCORPORATED INTO ANY CONTRACT WITH THE

CITY.

Dated this ______ day of __________________ of the year _________

Name of organization: _____________________________________________

Signature: _______________________________________________________

Printed name and title: _____________________________________________

PROPOSERS REMINDER LIST:

REQUESTED DOCUMENTATION INCLUDED?

ORIGINAL PLUS DIGITAL COPY INCLUDED, UNLESS SUBMITTING THROUGH BONFIRE?

ALL BLANKS COMPLETED ON THIS FORM?

COMPLETED COMPANY PROFILE/REFERENCES?

COMPLETED SIGNATURES?

Schedule of Events

Public Notification/Advertisement March 6, 2026

March 13, 2026

Deadline for Submitting Questions March 19, 2026 4:00PM CT

RFP Responses Due March 26, 2026 2:00PM CT

Questions concerning this bid are due in writing via e-mail to purchasing@friscotexas.gov before the deadline for submitting questions stated above.

mailto:purchasing@friscotexas.gov

REQUEST FOR PROPOSAL 2602-040

INTRODUCTION

The City of Frisco is seeking proposals from qualified vendors to establish an annual contract for Event Rentals. The City will have the right and option to extend the initial one-year term of the contract for four (4) additional one (1) year periods upon the same terms and Conditions. The City reserves the right to award to a single vendor or to multiple vendors by line item, grouping, or as a whole as determined in the best interest, or best value, of the City.

The awarded vendor must meet and maintain insurance requirements as listed on pages 11-13 of this solicitation. The City reserves the right to cancel any event with 30-day notice.

The City reserves the right to solicit work listed on this bid from other vendors when necessary and may cancel this contract at any time. The City reserves the right to add or remove events, equipment, services, or other items during the life of the contract at its sole discretion.

Successful award does not guarantee spend under this contract. Funds for events listed under this contract are subject to City Council budget approval and the City reserves the right to increase or decrease spend under this contract at its sole discretion.

PLAY FRISCO SPECIAL EVENTS

Play Frisco helps residents and visitors find well-being through play by hosting a variety of special events throughout the year, including music festivals, sporting events, and arts and culture activities. Such events include:

• Daddy Daughter Dance - The annual Daddy Daughter Dance is a 90-minute, semi-formal dance for parent and child including music, dancing, light refreshments, and memories that will last a lifetime.

• Freedom Fest - Freedom Fest is an annual once-in-a-year chance to celebrate our nation’s birthday with fantastic food, great music, and fireworks. Activities include the Party in the Plaza featuring local entertainers and featured guests, a Hometown Hero Exhibit, Taste of Frisco, and a Patriotic Vendor Village. This event takes place the day before and the day of Independence Day (July 4th).

• Employee Picnic - The City of Frisco hosts an annual employee appreciation event to honor the work done by City employees over the past fiscal year. Employees enjoy a catered lunch, presentations from City leadership, awards, and games that encourage friendly competition between City departments.

• Merry Main Street - Merry Main Street is the City’s annual holiday celebration which takes place the first Saturday in December. This event consists of Merry Main Street in Simpson Plaza, Breakfast with Santa, and the Kid’s Holiday Store.

The City hosts a variety of smaller events throughout the calendar year that may require event rentals. These events include but are not limited to: The Festival of Colors, Community Parade, and Ceremonies for key Frisco milestones.

More information on Play Frisco Events may be found at: FriscoTexas.gov/221/Special-Events

PURPOSE OF RFP

The purpose of this RFP is to competitively select vendors to enter into a contract with the City to provide a reliable, flexible, and cost-effective source for event equipment rentals and related services, including delivery, installation, on-site support, and removal for a wide range of public events held on City property and other approved locations.

It is anticipated that this RFP will result in multiple contract awards depending on catalog offerings.

Vendors do not need to submit pricing for all items on the Cost Proposal.

The City intends to obtain quotes from the offerors under this RFP for the City's various events and rental needs. Quotes will be chosen based on availability, selection, and cost from the awarded vendors based on each rental need.

VENDOR QUALIFICATIONS

Please include in your proposal:

1. A statement of the proposer’s experience and qualifications to meet the requirements of the City as outlined herein. Include a general overview and history of your company, number of years in business, number of employees, local office location, type of business.

2. Detail your company’s experience in providing the services requested herein for similar customers of similar size, with dates of performance and/or completion, customer name, contact person, email addresses, and telephone number(s). You may use the References sheet found in Exhibit A.

3. Identify any of the work that you intend to subcontract to others and identify the proposed subcontractors including names, specific assignments, and the qualifications of the subcontracting firm and its key personnel.

4. In addition to the information and qualifications specified above, identify any special knowledge or skills provided by your firm that may be related or helpful to the services requested herein.

5. Describe your company’s approach to customer service and communication throughout the event planning and execution process. Include details on responsiveness, coordination with City staff, availability during events, and your process for addressing issues or last-minute changes before, during, and after events.

6. Describe your company’s ability to provide flexible solutions and additional equipment or services beyond those specifically identified in this Scope of Work. Include examples of how your firm has supported event-specific or unforeseen needs, offered creative or https://www.friscotexas.gov/221/Special-Events customized solutions, or adapted inventory and services to meet unique event requirements.

7. Detail the process for the city to order rental equipment and lead time needed for the various items the city may need. Provide the weather cancellation policy, including the minimum notice period for rescheduling and a cancellation fee in the event of a total cancellation at the discretion of the City.

SCOPE OF WORK

Below are various categories of equipment the City may rent based on this RFP. The City reserves the right to add or remove items from this list or request additional or alternative equipment not specifically listed in this Scope of Work, as needed. Please provide the type of rental items your company can provide in these categories.

The Awarded Vendor(s) shall provide equipment rental services including, but not limited to, the following:

Rental Equipment

1. Canopy Tents

A. White 10x10 canopy tents (and larger sizes as required).

i. All tents larger than 10’x10’ must have flame resistant certificates and be equipped with a fire package.

B. Above-ground canopy weights (cement blocks with covers, water barrels, etc) C. Lifts or equipment required to transport and position above-ground weights

2. Tables and Chairs

A. Variety of table sizes and styles (round, rectangular, cocktail, etc) B. Folding chairs and other seating options C. Lounge / Staging furniture for indoor and outdoor events

3. Linens and Décor

A. Tablecloths and linens in assorted sizes and colors B. Thematic or event-specific décor elements as requested

4. Stage Equipment

A. Stage risers in various sizes and configurations B. Steps, skirting, guardrails, and other required components C. Interlocking dance floor tiles, in a variety of colors and finishes

5. Lighting

A. String lighting, uplighting, task lighting, and other illuminations as needed B. Stage, appropriately sized for the scale of performance

6. Audio-Visual Equipment – Equipment must be professional-grade sound equipment suitable for indoor and outdoor event environments. Equipment may include, but is not limited to:

A. Portable PA Systems B. Powered speakers and subwoofers C. Mixing consoles D. Wired and wireless microphones E. Microphone stands, cables, and necessary accessories F. On-Site technical support for setup, sound checks, and basic troubleshooting (as required per event) G. Power distribution and extension equipment as needed

7. Temperature Control

A. Propane heaters for outdoor events, including propane gas tanks B. Portable air conditioning for indoor and outdoor events

Miscellaneous Event Support

Additional rental items, décor, or accessories required to support event-specific needs that are not otherwise identified above.

Vendor Requirements

1. All rental equipment must be delivered in clean, safe, and fully functional condition.

2. Awarded vendor must demonstrate flexibility and the capacity to accommodate shifting schedules and varying event sizes.

3. Provider shall designate a responsive point of contact accessible before and during events.

4. Any equipment failures or issues must be addressed promptly, including replacement when necessary.

Delivery and Setup Expectations

1. Delivery locations will be specified for each event, located within Frisco City limits.

2. Setup must be completed according to event-specific timelines communicated in advance.

3. Breakdown and removal must occur within the designated timeframe following each event and must leave the site clean and free of equipment or debris

4. Offeror shall be responsible for all labor, materials, equipment, and any additional items necessary to successfully complete delivery, setup, and breakdown according to City standards.

COST PROPOSAL

Please complete the bid form on Exhibit B to submit pricing of frequently ordered items.

Additionally, please provide a catalog of the rental equipment and decor that your company can provide for the City. Provide a complete schedule of fees including party and event items and equipment available for rent and a detailed breakdown of all prices and discounts associated with providing rental items. Include hourly, daily, weekly and monthly rates where applicable. Include Holiday and weekend fees. This may be submitted as a link to an online catalog if there is pricing available to view online.

Describe all service and labor rates for setup and takedown services if not included in above rates. Include charges for emergency, holiday, and service outside of regular business hours.

Items not listed in the original proposed catalog will be billed with a % off discount as submitted with this RFP (see Additional Information). Proposers who do not submit this additional pricing may be considered non-responsive.

All pricing…