As-needed Event Equipment Rentals for Citywide Events

The City of Long Beach is requesting proposals for as-needed event equipment rentals to support citywide special events, with proposals due August 18, 2026 at 11:00 AM PST. Local preference credits—five percentage points for home-based residential businesses and ten percentage points for non-residential brick-and-mortar businesses located in Long Beach—apply under the City's Local Preference Program.

The scope encompasses folding tables, chairs, canopy tents (10x10, 20x20), dance floors, stages with rails and roofs, ADA ramps, artificial turf, tent walls, and table drapes. Pricing shall be submitted on an itemized basis with unit costs broken down per event or monthly in Excel format. The awarded contractor must maintain commercial general liability insurance of $1,000,000 per occurrence and $2,000,000 in aggregate, plus workers' compensation coverage, with certificates of insurance required before work commences.

The contract term is two years with an option to renew for three additional one-year periods, for a maximum total term of five years. The City does not guarantee a minimum contract amount. Payment will be remitted within 30 calendar days of invoicing. Performance metrics include 100% on-time delivery, 100% equipment accuracy and correct condition, setup and installation support completion, post-event pickup within agreed timeframes, and 24-hour contractor responsiveness.

Evaluation criteria are weighted as follows: organizational capacity and experience 30%, method of approach 40%, communications and reporting 20%, and reasonableness of cost 10%. The City reserves the right to conduct interviews, demonstrations, or site visits and may award to multiple firms. Questions are due July 21, 2026 at 11:00 AM PST, with Q&A responses posted August 4. Proposals must include the completed Authorization & Certification form and Equal Benefits Ordinance certification if the contract value exceeds $100,000. Proposals are firm and fixed for 90 days from submission.