2526-166MC_Detailed_Specifications_Final.pdf
PDF 161 KB Posted
- Attached to
- Mobile Event Stage Trailer
- Solicitation number
- 2137493
- Issued by
- Suffolk County, New York
About this file
This is a detailed specifications document for Invitation for Bid (IFB) 2526-166MC issued by the State University of New York at Stony Brook (SUNY Stony Brook) to procure a single mobile event stage trailer for use at outdoor campus events including Silent Disco, Wolfieland, SSK Arts Street Fair, and Earthstock. The mobile stage trailer must feature a drawbar ball hitch compatible with Ford F150-class pickup trucks, measure a minimum of 31 feet in length by 8 feet in width by 11 feet in height, and be road-legal. When deployed, the stage platform surface must measure a minimum of 20 feet in depth by 24 feet in width, with an optional extension platform available to extend the depth to 24 feet. The stage height must reach between 3 to 5 feet when deployed, with a roof measuring at least 25 feet by 23 feet and 19 feet in height. A non-mandatory pre-bid conference is scheduled for August 4, 2026 at 11:00 AM Eastern Time via Zoom. Bidders must register through the Jaggaer web-based portal at solutions.sciquest.com/apps/Router/SupplierLogin to access bid documents.
The specifications require comprehensive safety features including wind resistance up to 115 mph without windwalls, rain-proof and fire-retardant windwalls, integrated stairs with guard rails, and a portable ADA wheelchair lift with a minimum 42-inch lift range. The stage must include hydraulic systems with electric motor powering roof deployment, six-foot side rigging trusks on both sides with 1,500 lb capacity per side, at least 10 rigging points rated for 1,500 lb, and capability to hang 30-foot by 2-foot top banners and 5-foot by 15-foot side banners. The awarded vendor shall provide delivery (listed as a separate line item), initial inspection and on-site training, initial warranty services during normal business hours Monday through Friday, and one year of post-warranty preventive maintenance and repair services including unlimited service calls, all labor and travel, one preventive maintenance inspection, and customer support via phone or email. Pricing must include all components as separate line items on the pricing page, with delivery specified as NET FOB Destination.
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1.0 Trailer Specifications:
● Trailer Hitch must be Drawbar Ball Hitch(Drawbar with 2 5/16” ball coupler)
● Must have a dolly leg to keep the trailer balanced and standing safely when not hitched to the towing vehicle.
● No truck wrap is needed.
● The trailer should measure at least 31 feet in length, 8 feet in length, and 11 feet in height.
● Trailer must be road legal.
● Trailer must be able to be towed by a pickup truck (Ford F150 or similar class).
2.0 Size Specifications:
● When deployed, stage platform surface must measure a minimum of 20 feet in depth by
24 feet in width.
Detailed Specifications & Scope IFB 2526-166MC
Summary Stony Brook University ("the University" or "SUNY") is soliciting a mobile stage in accordance with the detailed specifications outlined in IFB 2526-166MC. This mobile stage is intended to be used for outdoor events. This includes existing signature events like Silent Disco, Wolfieland, SSK Arts Street Fair, Earthstock, and other events in the future. For these events, the stage can be used for performances, speeches, DJs, and/or sound and lighting elements to enhance the student experience. The University should be able to tow the mobile stage to various locations around Stony Brook University campus, as these events are in various different locations.
Overview Mobile Stage Specs Needed
Trailer Hitch must be Drawbar Ball Hitch(Drawbar with 2 5/16” ball coupler) Stage Size 20Ft deep by 24ft wide Minimum Size Wind walls and Skirts 3 sides Sound Wings and Rigging Hydraulics with electric Motor to power Roof Top Banner/ Side Banners Supports Stage Extension to make larger if needed Steps and Guard Rails Dolly Leg ADA Lift min. Height 42in.
NO Truck Wrap Delivery/Inspection/Training Initial Warranty Post-Warranty Preventive Maintenance and Repair Services
● Stage extension platforms should be available to extend the stage platform surface depth at least 4 feet to make a total stage platform surface of 24 feet by 24 feet.
● The stage height should reach between 3 feet to 5 feet high when deployed.
● The roof should measure at least 25 feet by 23 feet, with a height of at least 19 feet.
● The roof’s lifting capacity should be 3,800 lb or more.
● The roof’s load bearing capacity should be 2,400 lb or more.
3.0 Safety Specifications
● Wind resistance should be up to 115mph without windwalls
● Windwalls should be rain proof, fire retardant, full height from stage floor to roof when stage is deployed, at least 12 feet tall.
● Must include stairs from ground level up to the platform of the stage.
● Must include guard rails that can be deployed around the upstage and stage right and left perimeter of the stage platform area.
● Include a portable ADA Wheelchair Lift that has a lift range reaching at least 42”.
4.0 Rigging Specifications:
● 6’ side rigging truss on right and left sides.
○ Flybay should have 1,500lb capacity per side.
● At least 10 built in rigging points with a capacity of up to 1,500 lb.
● Floor and roof panels should be deployed via hydraulic cylinders.
○ Hydraulic lifting capacity should be at least 3,000 lb.
○ Must be able to lift and lower balanced or unbalanced loads on the roof.
○ Electric system to power hydraulics.
● Ability to hang a minimum 30’ x 2’ top banner above the stage
● Ability to hang a minimum 5’ x 15’ side banner on both right and left sides
5.0 Delivery, Initial Inspection, and On-Site Training
● Delivery
The awarded vendor shall deliver the mobile stage to Stony Brook University at the location designated by the University. The delivery cost will be listed separately as a line item on pricing page for transparency and included in overall grand total on pricing page (bid question 4.1.1). Delivery shall not constitute final acceptance by the University.
Final acceptance will occur only after all of the following requirements have been successfully completed to the satisfaction of the University including: (1) delivery of the mobile stage and (2) completion of the Initial Inspection and approval by University.
● Initial Inspection The awarded vendor shall perform an initial inspection of the mobile stage after delivery to Stony Brook University and after the stage has been fully assembled on site. The initial Inspection shall be completed prior to final acceptance by the University. Include information on how long the initial inspection is valid for (bid question 1.2.2). The initial inspection will be listed separately as a line item on pricing page (bid question 4.1.1).
The Initial Inspection shall include, at a minimum:
-Full deployment and retraction of the stage, including all hydraulic systems.
-Operational testing of the ADA lift.
-Verification that the stage can be safely deployed, operated, and returned to transport configuration
7.0 Post-Warranty Preventive Maintenance and Repair Services
The awarded vendor shall be capable of providing post-warranty preventive maintenance and repair services for the mobile stage after expiration of the initial warranty. Upon the expiration date of the initial warranty, the post-warranty preventive maintenance and repair services shall last for a period of 1 year. During this period, the post-warranty preventive maintenance and repair services shall include:
• Unlimited service calls during the post-warranty term
• All labor, which shall take place during normal business hours Monday through Friday
• All travel
• One (1) Preventive Maintenance Inspection
• Customer Support o Customer service should be available via phone call, email, or both during normal business hours Monday through Friday.
• 1 Year Post-Warranty Preventive Maintenance and Repair Services is a line item on pricing page (see bid question 4.1.1)
• 1 year for parts, labor and travel
• 1 year for trailer chassis and structure
• Initial warranty service is included with the price of the mobile stage and it shall take place during normal business hours Monday through Friday.
• Customer Support: Customer service should be available via phone call, email, or both during normal business hours Monday through Friday.
6.0 Initial Warranty
● On-Site Training
○ The awarded vendor shall provide one (1) on-site training session scheduled with the University. The on-site training session include training on:
-deployment of the unit, including demonstrating hydraulic operation and ADA lift -operation of the unit -shutdown of the unit -safety procedures -how to hook up the unit for transport -Any other basic stage setup and shutdown concepts
○ On-Site Training is a line item on pricng page (see bid question 4.1.1)
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