Tent_Chair_Rental_OPOMC_2026_Specification.pdf

www.OhioAttorneyGeneral.gov Request for Quote

Request for Quote (RFQ) Solicitation # RTP00007006

Event Tent and Chair Rental

1.0 Overview and Purpose

The Ohio Attorney General’s Office (AGO) is soliciting quotes from vendors to provide rental equipment and services needed for the Attorney General’s annual Ohio Peace Officer Memorial Ceremony on Thursday, May 7, 2026. The event will be held outside, at the Ohio Peace Officer Training Academy (OPOTA), located at 1650 State Route 56 S.W., London, Ohio 43140.

Ohio Attorney General Dave Yost is an elected official who is the Chief Law Officer for the State of Ohio and its agencies, boards and commissions. The office consists of about 1600 employees in nearly 30 distinct sections that advocate for consumers and victims of crime, assist the criminal justice community, provide legal counsel for state offices and agencies, and enforce certain state laws.

The purpose of this request is to solicit responses for the selection of one or more vendors to provide the rental and set up of a large clear span tent/structure and guest chairs for the 2026 Ohio Peace Officer Memorial Ceremony.

2.0 Scope

The AGO requires experienced suppliers to provide, set up, and stake a clear-span tent, and provide guest chairs for the 2026 Ohio Peace Officer Memorial Ceremony. The annual event is held outdoors, rain or shine, at the Ohio Peace Officer Training Academy in London, Ohio.

Interested suppliers can view the event setting and set-up of the event by watching the Ohio Channel’s recording of the 2025 Ohio Peace Officers Memorial Ceremony at https://www.ohiochannel.org/video/ohio-peace-officers-memorial-ceremony-2025. If you experience issues accessing the video through the link, please search for Ohio Channel and Ohio Peace Officers Memorial Ceremony – 2025. Recordings of other years are also available.

The vendor must ensure delivery and set up prior to the event and perform the tear down and pick up at the conclusion of the event.

The items needed for the event include:

Quantity Description

1 40’ x 50’ Clear-Span 10’ High Tent/Structure with Side Walls

• Tent/structure is to be staked into the ground.

• Tent/structure must be opaque white.

• Tent/structure side walls for the long sides of the tent/structure may be windowed or clear.

• Must have the ability to neatly and easily tie/secure walls back to poles if not needed.

• Gable on the far end (closest to the road)

100 Chairs - Stackable or Foldable http://www.ohioattorneygeneral.gov/

• All chairs must be identical in color, style, and material.

• Chairs may be black, white, grey or brown.

• Chairs may be folding or non/folding (no wheels).

• Chairs may be plastic and/or metal.

• Chairs may have a padded cushion (or not).

Chairs will be unloaded and dropped at a designated spot, vendor will not set up chairs.

Vendor Delivery:

• Delivery location is the Ohio Peace Officer Training Academy (OPOTA), located at 1650 State Route 56 S.W., London, Ohio 43140.

• Items must be delivered and set up by the vendor prior to the day of the event beginning as early as 8:00 a.m. on Saturday, May 2, 2026, but no later than 4:00 p.m. Tuesday, May 5, 2026.

Vendor Pick-Up:

• Tear down and pick up of items by vendor cannot begin until 5:00 p.m. on Thursday, May 7, 2026, and must be completed no later than 4:00 p.m. Tuesday, May 12, 2026.

2.1. AGO Assumptions

1. AGO will assign a main point of contact with authority to authorize and prioritize services requested by AGO.

2. AGO can request services verbally, via email to the vendor, or through other means which ensure the request will be received in a timely manner. Verbal requests for services will be documented in writing.

3. The AGO will only be charged for the actual work and equipment authorized by the AGO.

2.2. Work Location

All work performed under a contract awarded pursuant to this request will be conducted outdoors, at OPOTA located at 1650 State Route 56 S.W., London, Ohio 43140. The vendor shall not be reimbursed for travel, lodging or any other expenses incurred in the performance of the work under the contract. The ceremony will occur outside – rain or shine.

Meetings regarding event planning and logistics may take place in-person, virtually, or via phone calls. It is anticipated that vendors can do the planning work remotely.

All work performed under the resulting contract must be performed within the territory of the United States.

All services provided by the selected contractor must not be performed outside of the United States without AGO’s written permission provided in advance. AGO data must not be stored, accessed from or transmitted to outside of the United States without AGO’s written permission provided in advance.

3.0. Vendor Quote Content and Submission

Vendors must provide information and responses as directed within the Ohio Buys Item Grid and

Questionnaire as applicable. All responses to this request must include the information listed below in the format directed by the AGO to ensure the quote submission is considered for this opportunity. Any material deviation from the format or information below or within Ohio Buys will not be considered and may result in rejection of a response.

The vendor’s responses to the information requested will allow for a well-defined comparison of bids received. Quotes must be valid for no less than 60 days from the quote due date.

1. Item Grid. The vendor must complete the Ohio Buys Item Grid by entering its pricing for the rental, delivery, set up, and removal of the tent, sail and, chairs.

Vendor Pricing must include all costs and fees for the rental, delivery, set up, and tear down for the following:

• 40 foot by 50 foot clear-span 10-foot-high tent structure, staked for stability, with side walls for the 50 foot sides of the tent structure, and a gable on the far end (closest to the roadway). Set up prior to the event and removal at the conclusion of the event. This is a required item.

• 100 chairs unloaded and dropped at a single designated spot.; Delivery prior to the event and pick-up after the event. This is a required item.

In addition to pricing, vendors must include the following information.

2. Contract. If applicable, within the Item Grid Comments column, vendors must provide a DAS State Term Schedule (STS) Number.

3. Terms and Conditions. Vendors must review the request and the AGO Sample Contract Attachment and must identify and attach any vendor assumptions or exceptions to the Terms and Conditions in the Item Grid Supplier Attachments column. If applicable, also within the Item Grid Supplier Attachments column, vendors may also attach additional Terms and Conditions for review by the AGO.

All responses must be submitted online via Ohio Buys no later than the date listed in the Calendar of Events.

When submitting bid files, vendors should note the following:

• All attachments should be in a searchable PDF format, unless directed differently by this document.

o When directed, other file types may be attached but only the following extensions will be allowed: .docx, .xlsx, .zip.

The AGO has the discretion to select a vendor and to reject responses that are not in the best interest of the AGO, or to cancel this solicitation. The AGO may waive minor defects and/or request clarifications in the responses if doing so does not materially deviate from the specifications or otherwise create an unfair competitive advantage. Any response, revision, improper marking, or amendment to a response or submission may be disqualified

The AGO will not be liable for any costs incurred by a vendor in responding to this solicitation, regardless of whether the AGO awards any contract(s) through this process, decides to cancel this solicitation for any reason, or issue another solicitation if it is deemed to be in the best interest of the AGO to do so.

The AGO reserves the right to negotiate all terms associated with this solicitation. It is entirely within the discretion of the AGO to permit negotiations. A vendor must not submit a response assuming that there will be an opportunity to negotiate any aspect of the response. The AGO is free to limit the negotiations to particular aspects of any response. Vendors should not base their pricing on the assumption of long-term financing by the AGO that extends beyond the current biennium, which ends June 30, 2025.

The award will be made to the vendors that offer the lowest responsive and responsible quotes. The AGO may award the required and the optional items separately to more than one vendor.

4.0. Calendar of Events

• Request Issue Date January 13, 2026

• Inquiry Period Begins January 13, 2026

• Inquiry Deadline January 26, 2026; 11:00 A.M. Eastern Time

• Quote Due Date January 28, 2026; 11:00 A.M. Eastern Time

• Estimated Selection Date February 2026

• Estimated Contract Execution Date March 2026

5.0. Communication and Inquiries

Unless the AGO advises differently, all contact is to be in writing using the Ohio Buys website. Ohio Buys provides the primary platform for Supplier partners to engage in procurement activities with the State of Ohio. For additional information on using Ohio Buys follow the link provided below:

• Ohio Buys for Suppliers

All inquiries and responses will be posted to the Ohio Buys website. The due date for any inquiry within the intent and scope of this solicitation must be received by the date listed in the Calendar of Events.

Vendors may make inquiries regarding this solicitation any time during the inquiry period listed in the Calendar of Events and Deadlines. To make an inquiry, vendors must login to Ohio Buys, navigate to the solicitation, open the inquiry tab, and submit their inquiry. Vendors will not receive a personalized e-mail response to their question, nor will they receive notification when the question has been answered.

Vendors may view inquiries and responses on the Ohio Buys Public Solicitations page by opening the Solicitation Overview and navigating to the inquiries section of that page.

If Vendors experience technical difficulties accessing the Ohio Buys website where the solicitation and its related documents are published, they may contact the Ohio Shared Services Help Desk through one of the options listed here:

• Email OBM.ContactCenter@obm.ohio.gov and put "Ohio Buys" in the subject line.

• Phone 614-338-4781 or 1-877-644-6771.

Any reference materials related to this solicitation will be available on the Ohio Buys website. The website address is also linked from www.ohioattorneygeneral.gov/Business/Services-for-Business/RFQ.

http://www.ohioattorneygeneral.gov/ https://procure.ohio.gov/bidders-and-suppliers/resources/01_selling%2Bto%2Bthe%2Bstate mailto:OBM.ContactCenter@obm.ohio.gov http://www.ohioattorneygeneral.gov/Business/Services-for-Business/RFQ

6.0. Terms and Conditions

The selected vendor may not report to the AGO or ship any equipment to the AGO, and no work may commence until an AGO contract as well as all other applicable agreements, including end user license agreements (EULA), subscription, and/or other license agreements, have been fully executed, background checks are completed and approved for all vendor employees, and a purchase order is issued to the vendor.

Note that the contracting, background check, and purchase order processes may take up to six to ten weeks in total to complete.

The AGO Attachment - Sample Contract for this Work is included with this request. The request and the Sample Contract constitute the Contract Terms and Conditions for this Work. Vendors must review the request and Sample Contract and must identify any exceptions to the Terms and Conditions in vendor’s quote. If exceptions are not noted in the quote, the vendor stipulates vendor’s acceptance of the Contract Terms and Conditions.

Once the selected vendor reports to the AGO, all work will be conducted in accordance with AGO policies, procedures, coding standards, and best practices as instructed by the AGO.

The AGO is subject to the requirements of the Ohio Public Records Act, located at Ohio Revised Code Section

149.43. Accordingly, vendors must understand that information and other materials submitted in response to this solicitation or in connection with any contract as a result of this solicitation is subject to disclosure as a public record. Accordingly, responses should not include any confidential or trade secret information.

Any contract resulting from this solicitation is subject to Ohio Revised Code Section 9.27 - State Contracts - Invalid Terms and Conditions. This is the prohibition, among other things, of adding indemnity and hold harmless clauses in agreements when selling to the government, these provisions, if added to an agreement, are immediately unenforceable. Vendors must not include prohibited terms in their standard manufacturer warranties and applicable warranty services.

During the term of any contract resulting from this solicitation, the vendor shall be engaged by the AGO solely on an independent contractor basis, and the vendor shall therefore be responsible for all the vendor’s business expenses, including, but not limited to, employees’ wages and salaries, insurance of every type and description, and all business and personal taxes, including income and Social Security taxes and contributions for Workers’ Compensation and Unemployment Compensation coverage, if any.

http://www.ohioattorneygeneral.gov/