Addendum 2~6.pdf

Department of Financial Management 411 West Ocean Boulevard, 6th Floor

Long Beach, CA 90802

(562) 570-6425

October 19, 2026

NOTICE TO PROPOSERS

ADDENDUM NO. 1: Questions & Answers

RFP No. CM-26-791 As-needed Event Equipment Rentals for Citywide Events

This addendum changes and supersedes the language in the original RFP.

Please acknowledge receipt of this addendum by signing and submitting with your proposal. Any proposer who fails to submit this addendum may be disqualified.

The City would like to remind Proposers that pursuant to Section 5.2.27 of the RFP, the City will not be responsible for or bound by any oral communication or any other information or contact that occurs outside the official communication process specified herein, unless confirmed in writing by the City Contact.

The questions and answers are as follows:

1. Q: Section 4.2 lists proof of California Department of Industrial Relations (DIR) registration as mandatory. Is DIR registration required for a firm providing event equipment rentals, delivery, setup, and breakdown? Does the answer depend on the type of installation (such as stages or larger tents), and would a DIR-registered subcontractor satisfy this requirement for that work?

A: Not Applicable

2. Q: May a proposer offer only the categories it can supply, or must it price and provide every listed category, including stages with rails, roofs and ADA ramps, and artificial turf?

A: The City reserves the right to evaluate proposals and award contracts based on the categories offered, pricing, qualifications and the City's operational needs.

3. Q: Are historical or estimated event counts, quantities, or typical event sizes available to help proposers prepare the Excel cost proposal? If not, is a unit-rate schedule with separate delivery, setup, breakdown, and staffing charges the preferred format?

A: Equipment needs vary depending on the type, size, and scope of each event. The City does not guarantee a minimum number of events, equipment quantities, or rental orders

Addendum # 1 RFP CM-26-791 throughout the contract term. Proposers should provide unit pricing for equipment and separately identify applicable delivery, setup, breakdown, staffing and other associated charges in the cost proposal.

4. Q: For tents, stages, roofs, rails, and ADA ramps, which party is responsible for permits, engineered drawings, inspections, and any required fire or building approvals? Should those costs be included in unit rates or listed separately?

A: The contractor shall be responsible for providing any required equipment specifications, engineered drawings, certifications and documentation associated with the equipment and its installation. The City will coordinate with the appropriate departments regarding applicable permitting and inspection requirements. Any associated costs should be clearly identified in the cost proposal, either as part of the unit pricing or as separate charges.

5. Q: What are the typical lead times for event orders and changes, and should pricing include separate rates for weekends, holidays, after-hours work, rush requests, standby crews, or cancellations?

A: Lead times will vary depending on event needs and may include advance requests as well as short-notice orders or modifications. Events may require delivery, installation, or removal during evenings, weekends, and holidays. Proposers should clearly identify any additional charges associated with after-hours service, holidays or cancellations. The City does not guarantee specific lead times or order volumes.

6. Q: Does the City expect a contractor to keep every listed equipment category available throughout the contract, or may it identify categories to be supplied through named subcontractors? If subcontractors are proposed, must they be identified and provide signed commitments with the initial proposal even for occasional specialty equipment?

A: Proposers are not required to maintain every equipment category in their own inventory. The use of subcontractors for specialty equipment is permitted, provided the proposer remains responsible for the performance and fulfillment of all contracted services. Proposers should identify any anticipated subcontractors and the equipment or services they would provide, consistent with the subcontractor disclosure requirements of the RFP. All equipment and services must meet the City's specifications and operational needs.

7. Q: Section 5.2 says proposed prices are irrevocable for the contract and extensions, while

Section 5.3 describes annual requests for price adjustments. Please confirm whether annual adjustments may be requested under Section 5.3 and how proposers should show any such assumptions in their pricing.

Addendum # 1 RFP CM-26-791

A: Proposers should submit their proposed pricing in accordance with the RFP. Annual price adjustment requests may be submitted and will be subject to City review and approval. Price adjustments are not automatic or guaranteed. Unless otherwise approved in writing by the City, the contracted rates shall remain in effect.

8. Q: For work involving tent or stage installation, does the City anticipate prevailing wage requirements? If so, please identify the work categories or applicable determinations the City expects proposers to use.

A: Not Applicable

PREPARED BY: Richard Peoples, Assistant Administrative Analyst

ACKNOWLEDGED BY: __________________________________________________

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