3-RFP 26-103 Scope of Work-Submittal Info 07162025.pdf

March 2025

CITY OF ALPHARETTA REQUEST FOR PROPOSALS (RFP)

RFP Number: 26-103 RFP Title: Equipment Rental for Events

RFP SCOPE OF WORK & PROPOSAL SUBMISSION

1. RFP Period of No Communication The “No Communication” period starts on the issue date of this Request for Proposals (RFP) July 24, 2025, and lasts until the City Council meeting for contract award recommendation (or until contract award if this isn’t required to go before council for approval).

No person or company, their employees, representatives, agents, attorneys, etc. will contact the City’s elected officials or any City staff concerning this RFP.

Contacting anyone other than the Procurement Agent named below for this RFP during this time will be reason to remove a proposal from consideration and review.

2. Procurement Agent, Single Point of Contact Abby Shipp is the designated Procurement Agent and the sole point of contact for this RFP on behalf of the City. Offerors must direct all questions and comments exclusively through the Opportunity Q&A tab prior to the posted Question Due Date on the Bonfire project webpage.

Link to Bonfire: https://cityofalpharetta.bonfirehub.com/ All official communication will be provided through the Bonfire project webpage and Consultants are responsible for monitoring the Bonfire webpage for any status updates, addenda, or the final bid award notice. Direct communication with any other City staff regarding this RFP is not permitted and may result in disqualification.

Abby can be reached at 678-297-6052 or purchasing@alpharetta.ga.us.

City of Alpharetta 2 Park Plaza Alpharetta, GA 30009 Attn: Abby Shipp, Procurement Agent

3. Please Note: To all current and previous City of Alpharetta vendors, contractors, and consultants.

Regardless of any previous relationship with our City, you must build out your proposal as requested in this RFP.

Do not neglect to provide requested information or details requested simply because you expect that we already know your work.

Your response to this procurement will be reviewed and evaluated solely on the information provided in your response.

https://cityofalpharetta.bonfirehub.com/ mailto:purchasing@alpharetta.ga.us

City of Alpharetta RFP # 26-103, Equipment Rental for Events Scope of Work and Proposal Submission

4. RFP Schedule of Events

A. Proposal Close Date, Deadline for Submissions: August 21, 2025, 10:00 AM. We may change this date during the RFP process. We will post any change in an addendum.

Review web page for addenda.

B. Link to Bonfire Project Web Page: https://cityofalpharetta.bonfirehub.com/

C. This project web page has the important dates and all project documents for this RFP.

D. Enter all questions, comments, requests for information before the Questions Due Date using Message – Opportunity Q&A at the Bonfire project web page.

E. In each question, clearly note the RFP document and section that is in question.

F. We will share any changes or added information from the City by a written addendum publicly posted online with the project procurement documents. Anything assumed as a change that was only communicated in email or verbally does not qualify as a change to the project or procurement information.

G. It is your responsibility to check the project web page for any addenda, other information, status updates, or other messages before finally uploading a proposal. You must respond using any updated information.

H. No public openings are held for an RFP. Review the Bonfire project site after proposal submission deadline for the Record of Receipt to be posted with other project files. It will post after the City’s administrative review has been completed.

5. Our Review of Proposals and Review Criteria:

A. The City will make investigations as we feel necessary to make sure of the Offeror’s ability to provide the supplies or perform the work or services detailed in this RFP.

B. We will first review all proposals to be sure that each proposal includes the basic requirements and information.

C. Some scoring may simply be Pass/Fail. Any proposal that Fails any part or section that is required will be removed from further review and scoring.

D. The Review Team will only receive correct proposals for further evaluation and scoring.

E. Proposals will be scored based on the evaluation criteria noted herein. We may consider accepted industry standards. We may compare all proposals to each other for price, quality, quantity, contract terms, etc. We will use this review and scoring to decide the top-scoring proposal[s] and the best value for our City.

F. The Review Team may decide to create a shortlist of the top-scoring proposals. If so, the shortlisted firms may be invited for a presentation or interview with us, may be asked to set-up a site visit, or may be asked to supply more information for review. We may ask for discussion, negotiation, or a “best and final offer” to finally decide the highest-scoring proposal.

Evaluation Criteria Maximum Points

Statements of Qualifications, Project Team, References 22

Method of Service, Technical Proposal, Project Approach 25

Available Resources 20

Local Vendor Preference 3

Cost Proposal 30

Total Maximum point score 100

WHAT WE WANT TO DO

1. General Description The City of Alpharetta (City) is requesting proposals from qualified rental equipment contractors to provide tents, tables, chairs and other equipment rentals on an on-call basis for the Recreation, Parks & Cultural Service Department’s Recreation Services division. At this time, the City plans to rent equipment for two outdoor festivals in its downtown district and one in The Grove at Wills Park. In addition, the City plans to rent equipment for one indoor event at the Alpharetta Community Center. All events and rental needs are subject to change.

Based on the evaluation of the proposals, it is the City’s intent to enter a five-year contract with the selected firm. During the contract term, the City will execute assignments for various events based on the needs of the City. All services shall be performed in accordance with all applicable Federal, State, and local laws, ordinances, rules as well as regulations and codes.

No baseline amount of work is guaranteed with this contract.

2. Scope of Work The scope of work for this request includes, but may not be limited to, supplying all labor, services, security, supervision, equipment, tools, materials, and incidentals required to meet the on-call equipment rental needs for the City’s special events. This includes delivery, setup, take down, and removal of all rental equipment within the required timelines and as per the specifications of the Recreation Services team and the City’s contracted event logistics company.

• All services must be performed in accordance with all applicable federal, state, and local laws, ordinances, rules as well as regulations and codes.

• Contractor must work with the City staff and the City’s event logistics company to facilitate the equipment rentals for each special event. This function shall include consulting services, logistical assistance, and problem solving before, during, and after the events. An itemized estimate must be sent to the City at least two weeks prior to each event.

• All rentals include delivery, setup, take down, and removal. No additional fees for delivery or labor will be accepted. Rentals fees must be all-inclusive pricing.

• Contractor must be available by phone, email or in person to answer all questions regarding equipment needs before, during and after the event.

• Subcontractors are not allowed.

• Upon arrival at each event, the rental equipment contractor must check in with

Recreation Services staff or City’s event logistics company.

• All equipment must be clean and in excellent working order.

• All equipment must be setup in a timely manner upon delivery. Equipment drop-off is not sufficient.

• Tents must be properly weighted down. Stakes are not permitted.

• As needs change, it may be necessary to make onsite adjustments to the planned event layout. The contractor must be flexible and able to relocate rental equipment upon request.

• Load-in and load-out times for events are subject to change and will be confirmed by staff or designees the week of the event.

• Contractor must remove all their equipment at the close of the event in a timely manner with respect to downtown residents and in cooperation with the City’s noise ordinance. The City is not responsible for any damage or theft of equipment if it is left on the premises after the close of the event.

• Contractor must ensure that the work area is clean and free of any debris at the end of each day’s work. All debris must be disposed of offsite by the contractor in accordance with all applicable codes, ordinances, and laws pertaining to the disposal of the material.

• At the close of each event, the contractor will meet with Recreation Services staff or their designee prior to leaving the event area.

3. Project Specific Requirements The City of Alpharetta will host the following four events from February – November. All events, except one, are held outdoors, rain or shine. The small indoor event will take place in the Alpharetta Community Center gym. All events and rental needs are subject to change. No baseline amount of work is guaranteed with this contract.

Events

Family Dance February

Event Description: This is a one-day, indoor event featuring music, food and dancing at the Alpharetta Community Center. The event runs from 6pm - 9pm and the average attendance is 200 people.

Specifications:

• At staff’s request, contractor must meet in person with Recreation Services staff or their designees, starting three months prior to the event to assist with the logistical planning and placement for equipment rental. This meeting shall include a site inspection of the event area.

• Prior to the event, the contractor is to arrive onsite at the designated location at 9:00 AM or similar time designated by Recreation Services team.

Rental Equipment Needs:

• (12) 60 in round tables

• (10) 48 in banquet tables

• (150) black Samsonite folding chairs

Boo Bash October

Event Description: This is a one-day event featuring music, games, and sponsor booths outdoors in The Grove at Wills Park. The event runs from 5pm - 8pm and the average attendance is 2,000 people.

Specifications:

• At staff’s request, contractor must meet in person with Recreation Services staff or their designees, starting three months prior to the event to assist with the logistical planning and placement for equipment rental. This meeting shall include a site inspection of the event area.

• On the day of the event, the contractor is to arrive onsite at the designated location at 6:00 AM or similar time designated by Recreation Services team.

• Equipment removal to begin at the conclusion of the event or as otherwise designated by Recreation Services team.

• (30) 10 ft x 10 ft white frame tent

• (30) 6 ft X 30 in banquet tables

• (30) white Samsonite folding chairs

Wire and Wood October

Event Description: This is a Friday and Saturday singer/songwriter event, featuring more than (30) artists, performing on 6+ outdoor stages in the downtown area. Event times are Friday, 6 pm – 11 pm, and Saturday, 12 pm – 11 pm. Event times may change.

The estimated average attendance is 12,000 people per day.

Specifications:

• At staff’s request, contractor must meet in person with Recreation Services staff or their designees, starting four months prior to the event to assist with the logistical planning and placement for equipment rental. This meeting shall include a site inspection of the event area.

• On the first day of the event, the contractor is to arrive onsite at the designated location at 6:00 AM or similar time designated by Recreation Services team.

• Equipment removal to begin at 10:00 PM on Saturday or similar time designated by Recreation Services team.

• (15) 10 ft x 10 ft framed white tent

• (80) ft sidewall curtains

• (75) 30 in high, round table

• (50) 6 ft X 30 in tables or picnic tables

• (500) white or black plastic chairs

• (24) patio heaters with full gas tanks

• (12) full gas tank refills

• (18) metal bar stools without backs and sits approximately 2 ft off the ground

• (32) concrete weights (min. 100 lbs)

• Bistro string lights for up to (15) 10x10 tent interiors

Alpharetta Tree Lighting November

Event Description: This is an annual, outdoor community event celebrating the holiday season with a 50-ft tree lighting, snow falling, photos with Santa, live music on a main stage, marshmallow roasting, and charitable donations. The event hours are 5 pm until 9

pm. The estimated average attendance is 3,000 people.

Specifications:

• At staff’s request, contractor must meet in person with Recreation Services staff or their designees, starting three months prior to the event to assist with the logistical planning and placement for equipment rental. This meeting shall include a site inspection of the event area.

• On the day of the event, the contractor is to arrive onsite at the designated location at 8:00 AM or similar time designated by Recreation Services team.

• Equipment removal to begin Saturday at 9:00 PM at the conclusion of the event or similar time designated by Recreation Services team.

• (2) 10 ft x 10 ft white framed tent

• (40) ft sidewall curtains, no windows

• (24) patio heaters with full gas tanks

• (15) 6 ft picnic tables

• (15) 30 in high, round tables

• (20) white folding Samsonite chairs

• Stanchions to queue 40 linear feet of patrons

• (10) ft of red carpet

• (32) concrete weights (min. 100 lbs)

• Bistro string lights for up to (2) 10x10 tent interiors

FOLLOW THIS OUTLINE

How We Want You to Construct Your Proposal

1. Using Bonfire to Submit Proposal

1.1. This is the link to Bonfire Project Web Page to get our documents and to upload your proposal: https://cityofalpharetta.bonfirehub.com/

1.2. We are accepting all proposals by online response only. You must upload completed proposals online before the closing date and time found in Project Details of the project web page for this RFP.

1.3. Don’t send proposals by mail, fax, or email. We will not accept paper copy proposals.

We will not accept any proposals after the closing time deadline has passed.

1.4. You have not completed your response simply by uploading proposal documents and information. You must successfully upload all the required documents, including filling out any questionnaires, price sheets, or data requests, and then you must click the submit button before the closing time.

1.5. You will receive an email confirmation receipt with a unique confirmation number shortly after you complete your proposal upload. This confirms that you have successfully turned in your proposal with all required information.

1.6. You can update your proposal at any time until the closing time.

1.7. All uploaded items and responses are Sealed and will only be visible by the City after the closing time has passed.

1.8. If the file is ‘mandatory’ or ‘required’, you won’t be able to complete your proposal until you have met all requirements.

1.9. Uploading large documents may take more time, depending on the size of the file(s) and your Internet connection speed.

1.10. Pay attention to the type and number of files we have asked you to upload.

1.11. The largest upload file size is 1000 MB.

1.12. Don’t embed any documents within your uploaded files. They won’t be accessible or evaluated.

1.13. Minimum system requirements: Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox. Java Script must be enabled.

2. Required Proposal Document Formats Each proposal must follow these document formats.

• Failure to follow these formats will reduce our review team’s ability to evaluate and may result in a lower proposal score or in complete removal of a proposal from scoring.

• Format your document text using the following outline. Excluded from noted formatting are cover pages, section separators, company logos, photos, charts, and headers.

o formatted to single space lines, o 10 to 12-point font size, o black font color, and o upload proposal documents in PDF format unless otherwise requested.

o OK, but not necessary, to bookmark PDF files by sections included.

3. Proposal Submittal Instructions

What We Want You To Provide To Us In Your Proposal

• We have outlined information to be submitted in this technical portion of your response.

• The following are required sections for each proposal submitted in response to our request.

• For each section there are certain topics listed to be included within each section.

• Evaluation criteria maximum review points are provided with sections that will be scored.

• Each section must begin on a new page.

• Each proposal must be responsive to all requested information.

• Note and follow any direction concerning page number limits.

Cover Letter Required but not scored.

Limited to two (2) page maximum.

A. Provide a brief company introduction and business profile.

B. Include the following information:

i. Brief business profile.

ii. Office Location.

iii. Number of years in business.

iv. Single point of contact for your proposal

• Name, including business title,

• Mailing address,

• Telephone number, cell phone number, and

• E-mail address.

Statements of Qualifications, Project Team, References 22 Review Points

Limited to three (3) page maximum.

i. Identify the key team members for the purpose of providing rental equipment services to our City.

ii. For your firm’s proposed key team members, provide a summary of qualifications, work experience, education, skills, etc., which emphasizes previous experience in this area provided for all key personnel who will be involved with any aspects to perform the services requested.

iii. Provide at least three (3) references from the last three years where your company provided services as detailed in this document:

• Provide contact name, phone number, and email address for each reference provided.

NOTE: We contact references to verify your ability to do the work. We also reserve the right to use any information or other references to decide your ability to perform the work in this RFP. Poor references from any source are grounds to disqualify a proposal.

Method of Service, Technical Proposal, Project Approach 25 Review Points

Limited to three (3) page maximum.

Response must follow instructions and supply information based on Section 2 Scope of Work pages 3 – 7 of this document.

Provide details of how Contractor would source additional equipment to meet the requirements of the City, if needed.

Available Resources 20 Review Points

Limited to three (3) page maximum.

Provide warehouse location, equipment listing (including maximum quantities available), transportation vehicles, and staff availability.

4. Cost Proposal 30 Review Points

Do not include Cost proposal with other Proposal documents.

• Submit Cost Proposal separately using the Excel formatted cost proposal.

• Cost will be evaluated based on total for the Wire and Wood Estimate and the Tree Lighting Estimate combined.

5. Optional Form Local Vendor Preference application is not a required document. 3 review points

Submit only if your firm is a registered and holds a current City of Alpharetta Business License.

Only if your company fits the requirements for a City of Alpharetta Local Vendor, provide the completed application along with all requested information, documents, and a copy of your current City of Alpharetta business license.

6. Required Forms:

• We have provided three required forms. You must complete these forms and return to us with every proposal.

• Below are the required forms for all proposals:

a) IRS Form W-9

b) Bidder’s Disclosures and Certifications

c) E-Verify (Affidavit Verifying Contractor Participation in Federal Work Authorization Program)

All the following must be on the E-Verify affidavit.

Federal Work Authorization User Identification Number – this is only five to eight numbers.

No A, B, C’s.

It’s different from your Tax ID, Employer Identification, or Social

Security Number.

It won’t have a combination of letters and numbers.

Date of Authorization – this is when you first signed up and got the E- Verify number.

Name of Contractor – your company.

Name of Project – Same as RFP title.

Date, City, and State – when and where this form was signed.

Signature of Authorized Officer or Agent – to be signed.

Printed Name and Title of Authorized Officer or Agent – the person that signed the form.

Notarized with seal.

7. Questionnaire We use a questionnaire to gather important information needed for legal requirements, your acknowledgements, our proposal review, or information needed for writing a contract.

You will fill out the questionnaire provided.

Questionnaire response types are as follows:

• Authorized signer.

o For Corporations (President or Vice President) or o For LLCs (Member of the LLC) for contract execution in DocuSign: Name, corporate title (‘Member’ for LLC), email address.

o Response Type: text entry.

• For Corporations only, Secretary or Assistant Secretary to attest to signing for contract execution in DocuSign:

o Name, business title, email address, (if not a corporation, enter N/A).

o Response Type: text entry.

• Contact for legal notices-needed for contracting:

o Business name and mailing address, contact name.

o Response Type: text entry.

E-Verify side note: Companies return this form to us incorrectly more often than anything else we request in our RFPs.

State of Georgia law requires that we have this completed form before we can review a bid or bid.

A form with errors doesn’t fulfill this requirement.

Top mistakes include:

Wrong number or missing information.

Not notarized.

Not signed.

Wrong form returned.

• Unique Entity ID / identifier used at SAM.gov, o Response Type: alphanumeric entry.

• Note the Employee-Number Category for your company (all locations).

o Select either 500 or more employees, 100 or more employees, or less than 100 employees.

• Acknowledge Addenda, o Enter the number of addenda received: 0, 1, 2, etc.

• Acknowledge Insurance Requirement, o Response Type: Yes, No entry.